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USING ACCUSQL/ACCUTRACK SCREENS
To make it easier for you to use AccuSQLAccuTrack, we designed a standard interface for their screens. Once you learn how to use this interface, you can easily use any AccuSQLAccuTrack screen using this interface. The standard interface will have a SuperTable (see above for info on this powerful control). Under this table you will see controls for data entry – usually text boxes. In most screens you will also see a check box marked “Active”. Under the data entry controls, you will see three buttons marked “Add”, “Edit”, and “Delete”.
When you have data records to view, the SuperTable will display these records. When you select one of these records by clicking on it, its information will appear in the data entry controls under the SuperTable. This way you can see the details of each record by simply clicking on it. To add new records, simply click “Add”. The data entry controls will be enabled and blanked out. Also the “Add” and “Edit” buttons will change to “Save” and “Cancel” (or “Revert”) You can now use the text entry controls to enter the information. For example, type in the text boxes. When finished, click the “Save” button. The text entry boxes will be disabled again, and you will see the new record appear in the SuperTable. The new record will be highlighted in the table. To edit an existing record, first select it in the SuperTable and then click on the “Edit” button. The record’s info will appear in the data entry controls. You can now update the records and click “Save” to keep the changes or “Revert” to undo them.
To delete a record, simply select it and click “Delete”. AccuSQLAccuTrack will ask you to confirm this action. If you answer “Yes” the record will be deleted. Note that in most screens, the data entry controls include a check box labeled “Active”. Active records are those currently used in your system. If you no longer need a record, it is highly recommended that you make it inactive instead of deleting it. This way the record will no longer show in most screens, but it will still be available for historical reporting. ===== THE INTRO SCREEN ===== When you launch AccuSQLAccuTrack, the Intro Screen will appear.
You will notice your college name and license type appearing in the licensing box Splash screen. After a few seconds, the intro screen will disappear and you will see the Main Sign-in Screen. Also, you may see a Tool Tips screen that provides helpful hints about AccuSQLAccuTrack usage.
===== MAIN SIGN-IN SCREEN =====
Purpose: Main screen for students, tutors, and administrators to sign-in and sign-out.
Access: This screen is opened at AccuSQLAccuTrack’s launch.
Video Learning Series: Customizing the Main Sign-in Screen
View video at: https://www.youtube.com/watch?v=f1SpJwQJtcA
The Main Sign-in screen has a welcome message at the top. You can change this message in the Sign-in Setup » Setup screen. Under this message, you will see your college logo. The AccuSQLAccuTrack staff programmed this logo for you before shipping the software. Under the logo you may see a general announcement box. You can change the text and visibility of this box also in the Sign-in Setup » Setup screen. Under the general announcements box you will see an ID Entry box. The current date and time appear under the ID Entry box. <note>AccuSQLAccuTrack depends on your computer’s clock when recording the sign-in and sign-out times. Make sure the clock is accurate and check it periodically. You can do this easily by checking the date and time shown in the sign-in screen.</note>
To sign in, simply enter your ID number in the ID Entry box and press the <Enter> key on your keyboard or click on the arrow with the mouse.
When you enter an ID in the box, one of the following will happen:
- If you enter a new ID number that is not in the database, you will see the New User screen.
- If you enter a student ID for a student that is in the database and the student is signed out, you will see the Activities screen. If enabled, you may also see a Join the AccuSQLAccuTrack Communities pop-up screen (if it is a first-time student sign in). This can be enabled or disabled by logging in as an Admin and navigating to the Sign in Setup » Setup » Welcome Screen Options menu and checking/unchecking the AccuSQLAccuTrack Communities option.
- If you enter a student ID for a student that is in the database and the student is signed in, you will be signed out and you will see a sign-out confirmation message. Depending on the setup, you might also see a feedback collection form.
- If you enter a student ID for a student showing up for an appointment, and the software is set up to automatically pick up the activity, you will be signed in and you will see an appointment sign-in confirmation message.
- If you enter a tutor ID number for a tutor, you will see the tutor's control pad.
- If you enter an administrator ID number, you will see a password box.
SIGNING IN OR OUT CONFIRMATION MESSAGE
The sign-in confirmation message appears when the student successfully signs into the system from the Main screen.
The sign-out confirmation message appears when students sign out. The message shows the student’s name, sign-out date and time, sign-in period for current session, and total time spent on the activity and in the center.
You can use AccuSQLAccuTrack to track your tutor’s work hours. When tutors sign in, they will see the Tutor Control Pad:
Anyone you have added in the Users » Tutors screen will be accessing the Tutor Pad at sign in. If the tutor is signing in to work, he/she would click on the “Log in as Staff” button. Depending on how the software is configured, the tutor will be signed in at this screen, or AccuSQLAccuTrack will display the tutor’s Tasks screen.
If the tutor is signing in as a student (e.g. to get help from another tutor), then he/she would click the “Log in as Student” button. AccuSQLAccuTrack will proceed with a regular student sign-in procedure. Any of the buttons available on the Tutor Pad can be disabled in the System » Setup » Student and Tutor Pad Options screen. The Tutor Pad is discussed in greater detail later in this document.
Video Learning Series: Tutor Pad options
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View video at: https://www.youtube.com/watch?v=2q9O5dXm9zA ==== SIGN-IN SCREEN BUTTONS ==== The buttons at the bottom of the Main Sign-in screen give students the ability to use certain screens in AccuSQLAccuTrack. If you like, you can make some or all of these buttons disappear by updating the settings in the Options screen. Here is an explanation of the functionality of these buttons:
Guest Sign in: Clicking this button will allow visitors to sign in who have not been entered yet as students. They would get the normal student sign-in screens. In reports, all sign-ins for guests are listed under the heading “AccuTrack Guest”.
Appointments: Click to enter a student ID, view appointments, and open either the Quick Scheduler or Appointments Wizard, which is used for scheduling appointments. Enable this button if you want students to be able to schedule appointments from the Main Sign-in screen.
Seminar Sign-up: Clicking this box will bring up the seminar registration screen. Useful if you want students or student groups to be able to sign up for seminars or workshops via AccuSQLAccuTrack.
Who’s in: Brings up a list of tutors who are signed in. You can also make this screen display students who are signed in by changing an option in the Options screen.
Messaging Center: Brings up the Messaging Center to enable students to send an email and AccuSQLAccuTrack messages to other AccuSQLAccuTrack users.
Intake System: Clicking this button allows students to see where they are in line if you are using the Intake System option. Admins can also sign students in using this option.
Intake System: Clicking this button will bring up the tutor waiting list screen.
Media Checkouts: Use to check media in or out. Useful if the system is used by tutors who sign students in and out and check media out.
Activity Waiting List: If you enable the Waiting List function, this button will show students who are currently on the waiting list.
Exit AccuSQL/AccuTrack: If you want students to exit the software from the Main Sign-in screen, enable this button.
===== NEW STUDENT SCREEN =====
Module: Student sign-in.
Purpose: To collect information about new student.
Access: This screen appears to student during sign-in if they are not already in the database, or if they are in the database but the administrator clicked the “Update Profile” button in the Options screen. You can decide whether you want to show the New Student screen or not when AccuSQLAccuTrack does not find a match for the ID entered at sign in. This option is located in Sign in Setup » Setup » New Student options.
Video Learning Series: New Student options
View video at: https://www.youtube.com/watch?v=PwYKTpsBX5o
The New Student screen shows your sign-in ID number at the top. This screen will collect some information from the visitors. Note that this screen will only appear to new visitors if you decide to show it.
Starting with the field on the left, type in your first name, use the mouse or <Tab> button on the keyboard to move to the next field and fill in your middle and then your last name.
Purpose: To allow the student to select the activity he/she will be using.
Access: This screen can appear to student during sign in, or if so desired, you can bypass it completely. In that case, however, you would only be collecting the sign in and sign out times. Video Learning Series: Student Sign in selection options
<html><iframe width=“100%” height=“678” src=“https://www.youtube.com/embed/qztEBGjGJN4” frameborder=“0” allowfullscreen></iframe></html>
View video at: https://www.youtube.com/watch?v=qztEBGjGJN4 If enabled, this screen is displayed to students at every sign-in. The Activity Selection screen allows asking the student for four types of information: - Category: The menu is grouped into categories for easier identification. First, select the category of the activity by clicking on it in the upper list box. - Activity: Next select the activity itself by clicking on it in the lower-left list box. - Service Type: To select the type of service you want to use, simply select it from the Service Type drop-down box. - Instructor: When you select an activity, its instructor or instructors (typically professors that teach the class) are shown in the Instructor list box. Select the instructor of the activity by clicking on him or her. After selecting the above options, click the “Continue” button to continue with the sign-in. Depending on how you set up the system, you may get a box asking if you want to report the visit to the instructor. Reported visits can be used to automatically send scheduled reports to the instructors. Click either Yes or No to continue. <note>Items appearing in the Activity Selection screen are entered via screens in the Sign-in Setup section of the software. This includes the categories & activities, instructors, and service types. The administrator can also change the text labels appearing in this screen, and can make these boxes disappear if not needed.</note> <note>The Activity Selection screen can be turned off completely if not needed. If you do not need to know what students do during their visits, you can disable the display of this screen via an option in the Options screen.</note> ===== TUTOR SELECTION SCREEN ===== Module: Student sign-in.
Purpose: To track which tutor the student met with during the visit.
Access: If set up, this screen appears to students after the Activities screen during sign-in. The large list box in the middle of this screen lists the tutors available for the activity you selected in the Activity Selection screen. Select the tutor you are seeing by clicking on his or her name, and then click “Sign In“ to complete the sign-in. Tutors are the people that work in the center and help students. <note tip>You can also double click on the name to sign in to it. You will see a confirmation message showing your name, sign in date, and sign in time.</note> The system is now waiting for the next student to sign in or out. <note>If the student selects “Unknown” from the list, AccuSQLAccuTrack will ask the student to indicate which tutor he met at sign-out time. The student can also select “None” to indicate that he is not meeting with a tutor (e.g. self-study).
Module: Student sign-in.
Purpose: To collect feedback from students.
Access: If setup, this screen appears to student during sign-out time.
If configured to do so, AccuSQLAccuTrack will display a survey screen at student sign-in or out. AccuSQLAccuTrack can present two types of surveys: Tutor ratings and services. Here is an example of a survey:
Video Learning Series: Collecting Feedback from Students
View video at: https://www.youtube.com/watch?v=4P7qTMjri1M
The student can use the drop-down boxes to answer a survey question. The student can also enter comments in the edit box at the bottom of the survey screen. The administrator sets the questions and the answer's scale.
Click on “Done” to complete the sign-out process.