Visit histories are a key component of AdvisorTrac and your center for reporting purposes. Logging a student into a center at arrival and logging the student out of a center upon departure is the most basic function of AdvisorTrac and records student visits. Visits may be created manually when a student arrives for an appointment through the Appointment Entry screen, although the method is not recommended.
When an appointment has been saved, the visit info appears at the bottom of the page. This is the same information that is gathered when a student logs in and out of a center. This information may be manually entered from this screen and saved. Saving this information records a visit.
In the Appointment Entry screen, locate the Appointment Status field. This status, in conjunction with the visit info, records an appointment as being missed or kept. However, manually changing the status to 'Kept' or 'Attended' does not create a visit record.
If the advisor were to enter the time in and the time out in the Visit Info area, the student would not have to log in and out at all. This is because the visit record is automatically created when the appointment is saved.
Some students come to the center without an appointment. In this case, there would be no appointment record that the advisor can modify, and if the student does not log in, the visit would not be reflected in the reports.
AdvisorTrac may automatically assign an appointment status as students log in and out of the center. Go to page eight of the Preferences. Scroll to the bottom, to the field, 'Appointment Status'. Enter the various status options for an appointment. In the 'Status for Attended' field, enter one of the above statuses that will be entered as a student logs in for an appointment. In the 'Status for Missed' field, enter one of the above statuses to be entered as a student doesn't log in for an appointment.