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ACCUTRACK USERS SETUP OPTIONS

While you can use the Control Panel option on the right side of the System Administration screen to access all of the various setup options in the system, there is a better way. First, select an option on the left menu, then click the Setup option at the bottom right of the System Administration screen to show all of the Control Panel settings for that option. If you click Users (your terminology may say Students) from the main System Administration screen, then select Setup, you will be presented with a Control Panel Options view that shows context-specific setup options for the Users screens.

Here are the Control Panel options for Users:

  • New Student Options – Used to configure the options for when and how you deal with new students in AccuSQLAccuTrack * Tutor Sign-in Options – Used to configure how tutors sign into the system and rules about those sign-ins. * Visits Tracking Module Options – Used to control student sign-in workflow and to enable or disable guest sign-ins. * Session Log Options – Used to create rules about how tutors enter session notes about their tutoring experiences with the various students they have helped. * Student and Tutor Pad Options – Used to show our hide the Student and Tutor Pad on the main sign-in screen and also to determine what students and tutors can access from the Student or Tutor Pad. ===== NEW STUDENT OPTIONS ===== How To access: System Administration > Users > Setup > New Student Setup
    Purpose: The New Student Options screen should be selected by default. If not, click on it on the left side of the Options screen. Use this screen to configure the New Student screen. Among other things, you can decide whether to collect contact information, and if so the default values for these entry boxes. Allow new students: Check this box if you want students who are not already in the AccuSQLAccuTrack database to be able to sign in. Whether a student (or any other users for that matter) exists in the system is determined by checking against their ID. If the ID does not already exist as a student, then students will be allowed to enter their own information at first sign in if this option is checked. If this option is not checked, you can enter the message that AccuSQLAccuTrack will display when a new student tries to sign in. If you have the capability to import students into the system, then the Allow new students box would typically be set to unchecked. Note: Importing data is the preferred method to ensure data integrity. Go the Database » Import screen and then click the Need help? Click here button to find out all about imports.   Phone: * Show: Check to show the phone box. * Required: Check if you want to require students to enter their phone number. * Area Code: Enter the default area code here. If you like, you can also change the phone mask from the default US format. This is useful if you are in a country outside of the U.S. Click the Use mask box if you want to format the way phone numbers display. Use 9 as a placeholder.<note>If you use a mask, then if you import student records, do so only as numbers, i.e. 5554443434.</note> Email: * Show: Check to show the email box. * Required: Check if you want to require students to enter their Email address. * Pre-fill: You can put the common college email address extension here (e.g. @yourcollege.edu). Address: * Show: Check to show the address box. * Required: Check if you want to require students to enter their address. * Pre-fill City: Enter a default city. * Canadian Address: Check if you want to show Canadian provinces instead of US states. State: * Show: Check to show the state drop-down. * Required: Check if you want to require students to select a state. * Pre-fill State: Select the default state from the drop-down. Date Field: * Show: Check to show a date entry box in the New Student screen. * Required: Check if you want to require students to enter a date. * Label: Enter the label of the date box (e.g. Birth Date or Grad Date). Password-protect New Student screen: Turn this option on if you want to control the addition of new students to the AccuSQLAccuTrack database. If this option is on, when a new student signs in, AccuSQLAccuTrack will display a password entry box. If the correct password is entered, then the New Student screen will be displayed and the student will be able to proceed. This feature is useful if you want to approve the addition of new students after verifying they are eligible for your services. You can have one of your staff members verify the student and then enter the password to allow the sign-in. If this option is enabled, enter the password you want to use in the Password text box. Play this file when a new student signs in: Use this box if you want AccuSQLAccuTrack to flag new students by playing a sound file when they first sign in. Use the Audio File entry box to type the path and name of the audio file. You can also use the browse “…” button to select the file. To test the audio file, click the Test button.
The sound file must be in wave (.WAV) format. Use this feature to alert you when new users sign-in. This is useful if you offer first-time users need special assistance or instructions.

If you have the play function enabled, AccuSQLAccuTrack will play the selected sound file when the user clicks on “Next” in the New Student screen. Force Proper Name Capitalization: Check this box if you want AccuSQLAccuTrack to automatically convert names entered in the New Student screen to title format (first letter in upper case, and the rest in lower case.).

TUTOR SIGN-IN OPTIONS

How To access: System Administration > Users > Setup > Tutor Sign-in Setup
Purpose: This section helps setup the Walk-in options for Tutor selection and other related Tutor settings.

If you track your tutors’ works hours, use this screen to control the tutor sign-in options: Use a tutor maximum sign-in period of X hours: Use this option to enter the maximum sign-in period for tutors. Next use the radio buttons to determine what happens when this maximum sign-in period is exceeded:

  • Sign tutor with X hour period: Choose this option if you want tutors who exceed the maximum sign-in period to get signed out with X sign-in period. Set X to whatever you like using the X= spinner box.
  • Ask tutor how long he stayed at the next visit: Choose this option to have AccuSQLAccuTrack ask the tutor at the next visit to enter the sign-in period for the previous visit in which the maximum sign-in period was exceeded. * Lock tutor out and only allow admin to sign him in: Choose this option for maximum control over the accuracy of the sign-in records. With this option selected, when a tutor exceeds the maximum sign-in period AccuSQLAccuTrack will lock the tutor out. To unlock the tutor’s record, the tutor must be signed out via the System Administration – Edit Sign-in Logs – Tutors – Sign out screen.
Tutor auto-sign-outs, scheduled exports/imports, and numerous other automated tasks in AccuSQLAccuTrack rely on a background process called either AccuTaskHandler or AccuTaskRunner. One of them must be running in the background processes to work on at least one computer connected to the database. To enable the automation and scheduling feature please use one of these guides: If using AccuTrack 2018 / AccuSQL 2018 or newer follow this guide:
AccuTaskHandler Setup Guide (PDF) If using AccuTrack 2017 / AccuSQL 2017 or older follow this guide:
AccuTaskRunner Setup Guide(PDF)</note> Display the Tasks screen when a Tutor sign-in occurs: Check this box if you want to track what tutors do with their work time. If you only want to track the sign-in and sign-out times, uncheck this box. <note>If you use this option, make sure to enter the staff Tasks via the Tutor Visits Tracking » Tasks screen.</note> Tutor schedule start-time increment: Use the drop-down box to select the increment of the list box used to enter the tutor’s schedule. For example, if you use “30”, then the tutor’s schedule can start and end at 8:00, 8:30, 9:00, and so on. Tutor schedules, along with tutor activity assignments, are used to determine when and if a tutor is available to assist a student either through a sign in from the main screen or to via appointment scheduling. Tutor Pay rounding: Use this box to determine the rounding rules when calculating the tutor’s pay. Rounding is applied to each session and not to the accumulated time. Select the first option if you do not want to do any rounding. Select the second option if you want to round the time up (e.g. if X=15, 47 minutes are counted as one hour for pay purposes). Select the third option if you want to round up or down to the nearest X minutes (e.g. if X=15, 47 minutes are counted as 45 minutes, while 53 minutes are counted as 60 minutes). ===== VISIT TRACKING MODULE OPTIONS ===== How To access: System Administration > Users > Setup > Visit Tracking Module Options
Purpose: This section gives you options for visits at your Local Lab/Center such as allowing guests (people with no student ID), Inactive student message (students not currently registered/enrolled in classes), and many other options. Ask students how long they intend to stay: If this option is checked, AccuSQLAccuTrack will ask students how long they intend to stay when they sign in. This is useful if you don’t want your students to sign out but would like them to select their sign-in period upfront. By default, students will be signed in and signed out with the total period equal to what they select for their intended visit period.

Limit the daily visits of each student to a maximum of: Check this box to set the maximum number of sign-ins any student can make in a day. If checked, then set the maximum number using the spinner box.

Enable Guest Account: Check this box if you want to enable guests (not entered in AccuSQLAccuTrack as students, tutors, or admins) to sign in. Checking this box will add a Guest Sign-in button to the main sign-in screen. When guests sign in, they will be available on reports all grouped under the name “AccuSQLAccuTrack Guest”. Also if you enable guest sign-ins and are using the Intake Systems, guests will be asked to enter their name so you will know who to call when they are ready to be signed in. The name is only saved temporarily and is not stored permanently in the database.

Guest Entry is password protected: If you enable guest sign-ins, you can require the guests to enter a password to access the sign-in options. That password is entered here and is case sensitive.

Picture Confirmation Box

  • Students need picture confirmation to sign in: check this box if you want to display the student’s picture at sign in.
  • Tutors signing in as students need picture confirmation: check this box if you want to show tutor’s pictures too when these tutors sign in as students.
  • Delete original picture file after acquiring image: Check to delete the original file after copying it.

Messages:

  • Inactive student sign-in: type in the message you want to appear when inactive students attempt to sign in.

Do not allow students to sign in during their class time If you are using Activity Schedules for your activities (classes) then check this box if you want to disable the students’ ability to sign in when they are supposed to be in class. The system uses the activity schedule in conjunction with Sign-in Setup » Registration to make this determination. Message to show to student: If you are not allowing sign-ins during scheduled class time, enter the message you want to display to students when they attempt to sign in when they are supposed to be in class.

<<ClassName>> is a merge field that will show the class the student is supposed to be in when they attempt the sign in.

===== SESSION LOG OPTIONS ===== How To access: System Administration > Users > Setup > Session Log options
Purpose: This section allows you to setup session log rules and Tutor limitations.

Enable tutors to view others’ comments: This option affects comments displayed when a tutor signs in to the Session Log screen via the Tutor Pad or through the Staff Panel application. Check this option if you want each tutor to be able to view the comments made by other tutors. If this option is not checked, tutors can only view their own comments.

Disable tutor’s ability to update log after X hours from the visit’s time: Check this option to limit the amount of time that a tutor has to edit the sign-in logs via the Tutor Pad. If this option is checked, you can enter a value in the spinner box. For example, if you set this option on and the spinner box to 24, then tutors can update the comments up to 24 hours from the visit’s sign-in time. No edits will be allowed after the 24 hours have passed. This is useful if you want to make sure tutors update the comments while the session is still fresh in their minds, or if you want to prevent tutors from changing the history of the sessions.

Show student ID in session log screen: Check this option to display the student ID in the session log screen.

===== STUDENT AND TUTOR PAD OPTIONS ===== How To access: System Administration > Sign-in Setup > Setup > Student and Tutor Pad options
Purpose: This section controls the display and configuration options of the Student Pad and Tutor Pad.

Use this screen to configure the student and tutor access options. Each box that is checked off will display a different button on the Student pad or Tutor Pad. From those screens, the users will be able to jump to whatever feature they need to use. If you uncheck a selection, then the button for the selection will be grayed out in the Student or Tutor Pad respectively.

Tutors will automatically access the Tutor Pad when then sign in using Tutor credentials. You are not required to show the Tutor Pad button on the main screen for this to happen. If you want to hide the Tutor pad button from the main screen, you should first select the Show Tutor Pad button, then you can check or uncheck the options you want to appear in it and then you can uncheck the Show Tutor Pad button and click Save at the bottom of the screen to save your changes.
Please see Student and Tutor Pad Options later in this document for an explanation of the various options available, as well as a Video Learning Series video.

Ending a Class Sign-in Session requires a password. If you check this box, then the tutor will be required to enter a password to end a sign in for a class. This is helpful to prevent students who are signing into the class from inadvertently ending the class sign-in prematurely.


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