Frequently Asked Questions

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GENERAL FAQ

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What is TrackCC - and what functions does it provide?

  • TrackCC is designed for schools of all types to track
    • Class attendance
    • Class behavior
    • Class grading
    • Class communications
  • TrackCC can be used by all kinds of schools:
    • Public schools
    • Private schools
    • Home schools
    • Day care & Kindergarten
    • Colleges & Universities
    • Music schools
    • Dance schools
    • Sports schools
    • Religious schools
    • Summer camps
  • The school administration function is a website-based tool
  • Teachers, students & guardians / advisors can use their laptops, tablets or phones
    • The TrackCC app is available for iOS devices, Mac, and Android devices
    • Windows users can access TrackCC via a website interface
  • Highlights:
    • Sample accounts make it easy to understand how the system works
    • All functions are customizable to your school's needs
    • Automatic built-in backup to the cloud
    • Automatic sync between multiple devices
    • The TrackCC app works offline as well (no internet connection required to record data)
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What is the feature list for School PRO?

expand collapse  Attendance
  • Separate check-in & check-out
  • Customize up to 5 attendance types for each
  • Statistics per student and per class
  • Create your own statistics periods
  • Record attendance with barcode scanner (coming soon)
  • Record attendance with NFC chip reader (coming soon)
expand collapse  Behavior
  • Track points for up to 26 behavior items
  • Customize behavior items per class
  • Points range from -99 to +99 per behavior per day
  • Statistics per student and per class
  • Create your own statistics periods
  • A behavior can be anything measurable with points for counting
  • E.g. a soccer coach can use it to track goals scored in practice
  • Or a dance teacher can use it to track routines performed
expand collapse  Grading
  • Track points & grades for up to 26 grading subjects
  • Customize grading subjects per class
  • Points per subject range from 0 to 999
  • Define your own grading system
  • Grades per subject & overall grades
  • Statistics per student and per class
  • Create your own statistics periods
expand collapse  Student reports
  • Summary of student’s attendance, behavior & grading data
  • Teacher’s notes per each daily recorded item
  • Includes student notes, class notes
  • History view shows all items in chronological order
  • Statistics view shows all data in a graphical format
  • View statistics by period, or data details by date
expand collapse  App communication
  • Daily student-specific notes & photo
  • Daily class-wide notes & photo
  • Student reports condense all recorded data
  • Complete history & full statistic
  • Students & guardians / advisors get a consolidated student report
  • Private school-only student accounts (in lieu of email accounts)
expand collapse  Email communication
  • Web-based email tool
  • Customize message & include embedded images
  • Include clickable links & file attachments
  • Send emails to students, guardians / advisors & teachers
  • Email tool keeps track of bounced emails
  • Both teacher & administrator can send emails
expand collapse  Notifications
  • Students and guardians / advisors can receive automatic notifications
  • E.g. when a student is marked as absent, the guardian / advisor will receive a text or email
  • Three types of notifications: App, email, text
  • Configure which notification method is preferred per student and per guardian / advisor
expand collapse  Limits
  • Max 2 iOS / macOS / Android devices per teacher
  • Max 1000 students per teacher / school term
  • Max 100 classes per teacher / school term
  • Max 100 teachers / school term
  • Max 100 school terms / school
expand collapse  Other features
  • iOS, macOS and Android apps work both online & offline (no internet)
  • Automatic cloud backup when connected
  • Real-time multi-device sync
  • All data exportable as XLS or CSV
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What attendance functions does TrackCC provide?

  • Record daily attendance by student, e.g.
    • Present
    • Absent - excused
    • Absent - unexcused
    • Tardy
    • Left early
  • Customize the legend for the 5 attendance types
  • Optional additional check-out attendance tracking
  • Add daily attendance notes per student
  • Access attendance history data using a calendar
  • View attendance statistics by student per period
  • Instantly share attendance data with guardians / advisors
  • Share attendance data with school administrators
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What behavior functions does TrackCC provide?

  • Record daily behavior by student, e.g.
    • Teamwork
    • Persistence
    • Participation
    • Preparedness
    • Follows instruction
    • Willing to help others
  • Customize up to 26 behavior types per class
  • Award from -99 to +99 points per behavior type per day for each student
  • Add daily behavior notes per student
  • Use an optional audible sound when awarding behavior points
  • Access behavior history using a calendar
  • View behavior statistics by student per period
  • Instantly share behavior data with guardians / advisors & students
  • Share behavior data with school administrators
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What grading functions does TrackCC provide?

  • Record daily grades by student, e.g.
    • Daily homework
    • Pop quiz
    • Class exam
    • Term project
  • Customize up to 26 grading types per class
  • Add daily grading notes per student
  • Access grading history data using a calendar
  • View grading statistics by student per period
  • Assign grade symbols based on percentage scores for assignments
  • Create an overall student grade based on weighted percentages for grading items
  • Instantly share grading data with guardians / advisors & students
  • Share grading data with school administrators
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What student communication functions does TrackCC provide?

  • Record daily student notes e.g.
    • General notes about student progress
    • Reminders for guardians / advisors about student-specific events
    • Summary notes typically handled in teacher to guardian / advisor conferences
  • Customize the daily student notes with a photo / image
  • Access past student notes using a calendar
  • Instantly share student notes with guardians / advisors & students
  • Send email to students, include images or file attachments to the email
  • Allow students to post homework assignments via file upload (coming soon)
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What class communication functions does TrackCC provide?

  • Record daily class notes e.g.
    • General notes about subjects taught, lessons learned
    • Daily class activity report
    • Reminder for guardians / advisors about upcoming events
    • Acknowledgements about students who excelled that day
  • Customize the daily class notes with a photo / image
  • Access past class notes using a calendar
  • Instantly share class notes with guardians / advisors & students
  • Send email to all students in class, include images or file attachments to the email
  • Teachers can send homework assignments for students as file attachment via email
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Who is behind TrackCC?

  • TrackCC was founded in 2014 with a mission to make class management super easy using mobile devices
  • TrackCC designs and develops all its technology in house to be in full control of the whole user experience
  • The company has 6 employees, each with a solid background in their respective fields:
    • Project / product management
    • Graphics & design
    • Web development
    • iOS & Android app development
    • Cloud services
  • The company is 100% owned by its founders and is based in the Seattle area in Washington State, USA
  • TrackCC servers are hosted by Amazon Web Services
  • For more information, see: www.trackcc.org/company
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What does TrackCC stand for?

  • TrackCC is a registered trademark, intended to be an easy-to-remember brand name
  • The "CC" in TrackCC stands for
    • Class Conduct
    • Class Communications
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Got feedback about our future plans? Drop us a note at support@trackcc.org

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PRICING FAQ

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What does TrackCC cost?

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How do the discounts work for larger schools?

  • If your school has more than 5 teachers or 100 students, you will qualify for automatic discounts
  • The discounts are a % off the USD $50 per-teacher or USD $4 per-student license fee
  • You can add licenses incrementally, but the discount applies only when the licenses are purchased with one payment
  • Here are two examples - one with per-teacher pricing and one with per-student pricing:
  • Per-teacher pricing - A school with 20 teachers would pay
    • Standard price = 20 * $50 = $1000
    • Discount = 20% of $1000 = $200
    • Discounted price = $1000 - $200 = $800
  • Per-student pricing - A school with 125 students would pay
    • Standard price = 125 * $4 = $500
    • Discount = 10% of $500 = $50
    • Discounted price = $500 - $50 = $450
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Does the School PRO subscription renew automatically?

  • No. User action is required to renew all subscriptions
  • TrackCC does not keep the credit card info on file so autorenewals are not possible
  • The renewal can be done at any time, before or after expiration of the subscription
  • Each subscription is for a year, and purchasing extends an existing subscription expiration date by a year
  • If you add teacher licenses in the middle of the year
    • The licenses are discounted by the time remaining on the School PRO subscription
    • The expiration date for the new teacher licenses will be the same as for the earlier purchases
  • When the subscription expires
    • No data is lost or deleted
    • You’ll be able to view data but not modify or add data
    • Resubscribing will restore all access
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How is the payment made - can I use my PayPal account or a credit card? How about a PO?

  • The payment for all subscriptions can be made online using
    • Debit or credit card, or
    • PayPal account
  • Note that you can also use a debit card or credit card when choosing the PayPal payment option
  • The purchase is done online and takes effect immediately - you will be provided an email receipt
  • Purchase orders are not supported to keep the system paper-free and fully automated
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STUDENT FAQ

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How can I access my own attendance, behavior and grading data?

  • The student functions allow you to access your own data, as tracked by your teacher
    • Install the free TrackCC app from the Apple App Store or from Google Play
    • Or use your computer’s browser to access the TrackCC website
    • Ask your teacher to invite you to access your own student data
    • Your teacher will decide whether to use email accounts or non-email accounts for access
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What kind of information will I be able to see?

  • If the teacher is using all TrackCC functions, you’ll be able to view
    • Your attendance history
    • Your behavior points & statistics
    • Your homework / exam scores and overall grade
    • Class notes and your own student-specific notes
  • When using the TrackCC app, you’ll get an instant notification of any updates to your data (coming soon)
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Can I use the TrackCC app, or do I need to use the TrackCC website?

  • You can use either
  • Your data is always backed up in the cloud
    • E.g. you can upgrade your phone without losing any data
    • Simply install the TrackCC app on your new phone and sign in
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I don't yet have an email address, what can I do?

  • Your teacher can give you access via a non-email account
    • The account ID looks like an email address but can only be used with TrackCC
    • The teacher will provide you the account ID and initial password
    • When you sign in, you then need to choose your own password so that no one else can view your data
    • The TrackCC app will automatically keep you signed in on your phone
    • If you sign out and forget your password, your teacher can reset the password for you
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If I have an email address, how can I get access to my own data?

  • Follow these steps:
    • Install the free TrackCC app
    • Create yourself a student account on the TrackCC app
    • Ask your teacher to add your email address to your student record
  • If you have multiple teachers, you can use the same account to access your data for all classes
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Can I keep track of my data through multiple grade levels?

  • Yes, as you progress to upper grade levels, you can keep your assessment history
  • Your grade levels are represented by school terms set by your teacher
  • For example, if your teachers have used TrackCC during school year 2018–2019 and 2019-2020
    • You’ll be shown your present school term data by default
    • You can go back to previous term’s data by choosing 2018-2019 from the school terms selection
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GUARDIAN / ADVISOR FAQ

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How can I access my student’s attendance, behavior or grading data?

  • The guardian / advisor function allows you to access your student's data, as tracked by your student’s teacher
    • Install the free TrackCC app from the Apple App Store or Google Play
    • Or use your computer’s browser to access the TrackCC website
    • Ask the teacher to invite you to access your student's data
    • You’ll get an email with instructions how to sign in
  • You can create yourself an account with the app to get ready
  • Once the teacher invites you to view your student’s data, you’ll get automatic access
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What kind of information will I be able to see?

  • If the teacher is using all TrackCC functions, you’ll be able to view
    • Your student’s attendance history
    • Your student’s behavior points & statistics
    • Your students homework / exam scores
    • Class notes and your student-specific notes
  • When using the TrackCC app, you’ll get an instant notification of any updates to your data
  • You can manage which notifications you want to receive by tapping the “Settings” toolbar icon
  • The teacher can also configure you to receive notifications via email or text message
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Can I get data from multiple teachers, and for all my students?

  • Yes, you can use the TrackCC app for multiple classes taught by different teachers
  • If you have 2 students in the same school
    • You can use the same TrackCC account for both your students
    • You’ll see both your students’ data using the TrackCC app
  • Each of the teachers will need to invite you to view the student data from both students
  • You can use the same account if you have students in different schools which use TrackCC
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Does the app provide a way to communicate with the teacher?

  • The teacher can send messages about your student in multiple ways
    • Notes added to the daily attendance
    • Notes added to the daily behavior
    • Notes added to the daily grading
    • Daily student notes
    • Daily class notes
  • There's a toolbar button on the app that allows you to send an email to the teacher
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I have multiple students in different schools, can I use the app for all my students?

  • Yes, you can use TrackCC to view all your students' assessments, provided the teachers are using TrackCC
  • The app can handle multiple students in multiple classes, taught by multiple teachers across multiple schools
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Is my student's data visible to anyone else?

  • The administrator is in full control of who gets to see your student's data
  • By default, only the administrator can see the data
    • Your student's teacher(s) will have access to the student data
    • The administrator can invite the student to see his / her own data
    • The administrator can invite the guardian / advisor to see the student data
  • No one else will be able to gain access to your student’s data
  • It is the administrator’s responsibility to verify that the account email permitted access is the correct one
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SINGLE TEACHER FAQ

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If I am the only teacher in my school, how do I get started with TrackCC?

  • Download the free TrackCC app from the Apple App Store or from Google Play
  • Or sign up for an account on TrackCC.org website
  • Play with the built-in sample accounts to get an idea how the app works
    • Sign in as Teacher = Sample teacher account
    • Sign in as Guardian / Advisor = Sample guardian / advisor account
    • Sign in as Student = Sample student account
  • Create your own account with the TrackCC app
    • Sign in as Teacher
    • Tap “I am new to TrackCC”
    • Enter your first & last name, email address and password
  • You will automatically get a free 30-day School PRO subscription
    • No credit card number is required to get started
    • The subscription will expire in 30 dayss unless you take action to subscribe
  • To add a class
    • Tap the “Add class” toolbar button
    • Enter class name
    • Select your school term
    • Entering your school name is optional (useful if sharing data with guardians / advisors)
    • Class description is optional (useful if sharing data with guardians / advisors)
  • To add students
    • Tap “Students”
    • Tap the “Add student” toolbar button
    • Enter student first name & last name
    • Student photo is optional
    • Tap the “Settings” toolbar icon to enable more student info options
    • You can also add students via file upload at TrackCC.org
  • You can then proceed to start tracking your students
    • Attendance
    • Behavior
    • Grading
    • Student notes
    • Class notes
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Why do I have to specify a school term?

  • TrackCC classes are grouped by school term
  • When creating a class, you need to specify which school term the class belongs to
  • Typically, you’ll get a new set of students for a new school term
  • It makes sense to specify a new school term when the classes / students change
    • Your new school term will include only the new students & classes
    • You can access previous school terms as historical data
  • You can use one of the default school terms (e.g. 2019-2020) or create your own school term
    • One of the benefits of the custom school terms is that the non-email account format is much simpler
    • Custom school terms also enable you to run multiple terms within the same year
  • Note that you can define multiple school terms to run in parallel, e.g.
    • Summer camp for ages 8-9
    • Summer camp for ages 10-11
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When creating my student list, can I upload student data from Excel?

  • You can do this on the TrackCC website (https://www.trackcc.org)
    • Select Teachers / My classes
    • Sign in with your TrackCC account email & password
    • Click on your class name, then click on the “Students”
    • Click the “Add students” menu button
    • Click the “Add students from file” menu button
    • Download the sample file to view / copy the column headers required
    • The only required column headers are “First name” and “Last name”
  • You can upload an XLS, XLSX, CSV or tab-delimited TXT file
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TrackCC seems to provide similar functionality as tracking students in Excel - why should I switch to TrackCC?

  • Indeed, you can think of TrackCC as an Excel replacement with several benefits
    • Use your own mobile phone or tablet to record attendance
    • While roaming amongst your students, assign points for good behavior or tasks completed
    • Add daily student notes that are shared with guardians / advisors, or can act as your own reminder notes
    • The data can be shared in real time with students, guardians / advisors and administrators
  • The TrackCC app will automatically create statistics per student per period
  • You’ll always have your student data accessible on your mobile device
  • You can export the TrackCC data as CSV and load into Excel
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Why are there options to specify the date of birth and gender for each student?

  • These are all optional fields and you can leave them blank (or delete the column headers altogether)
  • These fields allow your school administrator to run statistics by
    • Age
    • Gender
  • The date of birth is used to calculate the student's age which is shown in the report to the guardians / advisors
  • The date of birth date is only accessible by school staff
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My students don't yet have email addresses - how do I share my assessment with the students?

  • You can create non-email TrackCC accounts for your students
    • The accounts look like email addresses but can only be used to sign in to TrackCC
    • You can auto-create the accounts and setup an initial password for all
    • When the student signs in, the student is required to create own password
    • This keeps the student’s data private, only the student can access their own information
    • If the student forgets their password, you can reset the password with the TrackCC app
  • The non-email accounts are unique within all teachers on TrackCC and have the following format
    • firstname.lastname.1822@track.cc
    • “firstname" and “lastname" are the student first and last names
    • “1822” denotes unique identifier of your school term
    • “track.cc" makes the account look like an email address
    • Note that if you choose one of the default school terms (e.g. 2019), the format looks different
    • Using a custom school term is recommended to keep the non-email account format simple
  • The non-email accounts are teacher-specific, whereas an email account can be used to access data from multiple teachers
  • When you start a new school term, the students will get a new non-email account
  • You can revoke access from a student account at any time
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When I invite students to view TrackCC data, what information will the student see?

  • The student will see only his / her own data recorded by the teacher
    • Recorded attendance & attendance notes
    • Recorded behavior & behavior notes
    • Recorded grading & grading notes
    • Daily student notes
  • The student will also see the daily class notes (visible to all guardians / advisors and all students)
  • The student will be able to send an email to the teacher from the app
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When I invite the guardian / advisor to view the student data, what information will the guardian / advisor see?

  • The guardian / advisor will see data only for the student in question
    • Recorded attendance & attendance notes
    • Recorded behavior & behavior notes
    • Recorded grading & grading notes
    • Daily student notes
  • The guardian / advisor will also see the daily class notes (visible to all parents and all students)
  • The guardian / advisor will be able to send an email to the teacher from the app
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Can I customize the attendance items?

  • Yes, you can customize the attendance text with the Teacher SOLO and Teacher PRO offerings
    • Tap the “Customize text” toolbar icon on the panel where you record attendance
    • The text you choose will be seen by all your students and guardians / advisors whom you share the data
  • If your school wants to use TrackCC for school wide attendance statistics
    • Your school should subscribe to the multi-teacher School PRO offering
    • The administrator will create all classes, add all students and establish all teacher accounts
    • The administrator will customize the attendance legend and statistics periods
    • Teachers will be able to record attendance, but not customize the attendance legend
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Can I customize the behavior items?

  • Yes, you can customize the default items and have up to 26 behavior items for your classes
    • Tap the “Customize” toolbar icon on the panel where you record behavior
    • The text you choose will be seen by all your students and guardians / advisors whom you share the data
  • If your school wants to use TrackCC for school wide behavior statistics
    • Your school should subscribe to the multi-teacher School PRO offering
    • The administrator will create all classes, add all students and establish all teacher accounts
    • The administrator will customize the behavior items and statistics periods
    • Teachers will be able to record behavior, but not add or edit the behavior items
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Can I customize the grading items?

  • Yes, you can customize the default items and have up to 26 grading items for your classes
    • Tap the “Customize” toolbar icon on the panel where you record grading
    • The text you choose will be seen by all your students and guardians / advisors with whom you share the data
  • You can also specify grading symbols (e.g. A-F or 10-4) and define what percentage score qualifies for each grade
    • Tap the “Grade symbols” toolbar icon
    • You can define separate symbols for assignment grades and overall grades
  • Further, you can come up with an “Overall grade” which is based on percentage weights given for each grading item
    • Tap the “Statistics” toolbar icon
    • Then tap the “Grading allocation” toolbar icon
  • If your school wants to use TrackCC for school wide grading statistics
    • Your school should subscribe to the multi-teacher School PRO offering
    • The administrator will create all classes, add all students and establish all teacher accounts
    • The administrator will customize the grading items and statistics periods
    • Teachers will be able to record grading, but not add or edit the grading items
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How do the “Periods” work?

  • Tap the “Periods” toolbar icon to configure statistics periods for your classes
    • Periods are specified as a date range
    • E.g. Fall semester = Aug 15, 2018 - Dec 22, 2018
    • E.g. Full school term = Aug 15, 2018 - May 30, 2019
  • You can have any number of periods such as
    • Fall trimester
    • Winter trimester
    • Spring trimester
  • You can also define overlapping periods, such as
    • Fall semester
    • Spring semester
    • Full school term
  • The periods are used to show statistics
    • Tap Attendance / Behavior / Grading
    • Tap a student
    • Tap the “Statistics” toolbar icon
  • Guardians / advisors and students will see the statistics by period as well
  • If periods are not defined, the app will use “All dates” as the default statistics period
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If I use TrackCC on both my phone and on the TrackCC website, will my data stay in sync?

  • Yes, the app will sync your data between all devices and the website
  • You don’t need to upload or download anything, the sync is automatic
  • Even if you use one device, your data is always backed up to the cloud
    • If you need to replace your phone, you don’t need to worry about backing up & restoring your data
    • Simply install the TrackCC on your new phone, and sign in with your TrackCC account
  • If you make changes on your phone and on the website at the same time
    • The app will auto-sync the changes over when you navigate to a different panel
    • You’ll notice that the panel will auto-shift to the “My Classes” panel after the sync
    • The sync is not designed to allow two teachers access the same class data at the same time
    • Simultaneous use on two devices will cause to sync constantly which would be (totally) annoying
    • Rather, the idea is that a substitute teacher can access the same account on her own device on days when the regular teacher is away
    • When the regular teacher returns, the changes made by the substitute teacher will auto-sync
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Can I have multiple classes with the same students?

  • Yes, you can create multiple classes
    • With unique students in each class
    • With the same students in each class
    • With a mix of the same and unique students
  • You can organize your classes e.g. by subject
    • Math
    • English
    • Science
    • Physical education
  • You’ll need to add the students only once
    • For other classes, tap “Add from list” when adding students
    • All student info will carry over, including guardian / advisor accounts
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When specifying grades, can I set the max points to a number other that 100?

  • Yes, you can edit both the points and the max points
    • Tap a student
    • Tap the max points field
    • Enter the max points (e.g. 80)
    • Enter the points (e.g. 76)
  • You can also enter the grade as a percentage
    • If you don’t set max points first, the app assumes the max to be 100
    • Entering 92% is the same as 92 / 100
    • Or you can first edit the max points, and then enter the percentage
  • Points and percentages can be fractional
    • Points can have one decimal (e.g. 76.4 / 100)
    • Percentages can also have one decimal (e.g. 76.4%)
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SCHOOL TEACHER FAQ

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How do I get started with TrackCC as a teacher in my school?

  • You’ll get an email invitation once your administrator has set everything up
  • You’d then do one of the following:
    • Android phones & tablets: Install the TrackCC app from Google Play
    • iPhones and iPads: Install the TrackCC app from Apple App Store
    • Mac computers: Install the TrackCC app from Mac App Store
    • Windows computers: Navigate to https://trackcc.org
  • The administrator will create a TrackCC account for you
  • And you will be supplied with an initial password in the invitation email
  • You’d then sign in as a Teacher using the email address & password specified in the email
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What do I need to configure once I have signed in to my account?

  • Nothing at all, the school administrator has set everything up for your class
  • All your students have been added and student details are set
  • All your classes and set and students are assigned to the classes
  • The administrator has configured which TrackCC functions your school will use
  • And all the attendance, behavior and grading items (if in use) have been customized
  • The administrator has also pre-set all the statistics period
  • Student accounts are pre-set, the administrator controls the invitations
  • Guardian / advisor data is also pre-configured, the administrator controls the invitations
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Do I need to do backups of my class data?

  • No - all your data is automatically backed up to the cloud
  • You can sign into your TrackCC account from another device and your data is loaded from the cloud
  • You can export all your data as CSV files if you want to do further analysis in Excel
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Can the administrator view and edit my data - e.g. daily attendance?

  • Yes, the administrator has real-time access to your class data
  • The administrator can both view and edit your data
  • You’ll see a popup if the administrator makes an edit while you’re online with the app
  • The popup says “Synching data with TrackCC.org, please wait…”
  • This will take a brief moment, while the updates are applied to your account
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If I want to send email to my students, or the guardians / advisors, how can I do it?

  • Presently, the email tool is available on the TrackCC website
  • Sign into your account on TrackCC.org and navigate to Teachers / My teacher account
  • Click on the “Email students” or “Email guardians / advisors” menu button
  • You will be able to select which students or guardians / advisors to send the email to
  • You can also include attachments, e.g. an image or document describing the homework
  • You can copy yourself on the message to keep track of what you’ve sent
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Can I customize the attendance legends or the behavior types?

  • No, the administrator is in charge of all customizations
  • This ensures that the school is using consistent legends & customizations
  • Note that the behavior and grading types can be customized per class (by the administrator)
  • - If you wish to have a change made, contact your administrator
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Can another teacher sign in on my account?

  • Yes, you can share your teacher account login with e.g. a substitute teacher
  • Your account can have two devices active at any given time
  • You can manage your devices by tapping "My account" / "Manage devices"
  • If you change your own phone, you can delete it to make room for the new one
  • The data is automatically synced between multiple devices
  • This means that you’ll see the substitute teacher’s updates to the class data in real time
  • Similarly, the administrator will see your changes in real time
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ADMINISTRATOR FAQ

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What are the steps to setup my school

  • Activate yourself as a school administrator
    • Navigate to Administrators / My administrator account
    • Create yourself an account unless you already have one
    • The school setup is free, payment is required only when activating school teachers
  • Create your school classes and students, and assign the classes to your teachers
    • This step is easiest to do in a single step via file upload
    • Download the sample school file to get the correct column headers
    • Replace the sample data with your own
  • Customize your school setup
    • In “School settings” decide which TrackCC features your school will use
    • Customize the attendance, behavior and grading legends
    • Define your grading symbols, grading allocation & statistics periods
  • Purchase teacher licenses and assign them to your teachers
    • You can purchase licenses incrementally, e.g. starting with 1 license
    • An email invitation will be sent to the teacher once a teacher license has been assigned
    • An account is created for the teacher if none exists
  • Instructions for your teachers
    • Install the TrackCC app for iOS, macOS or Android, or go to the TrackCC website
    • Sign in with the email address & default password in the invitation
    • The app will then automatically download the school data assigned to the teacher
    • Thereafter the teacher can start recording attendance, behavior or grading
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Once I have my school setup, what do I tell my teachers?

  • When you assign a teacher a license, that teacher will receive an email with instructions
  • The instructions say
    • To install the TrackCC app from Google Play or Apple App Store
    • Then sign in with email address & password specified in the instructions
    • You can set the initial password (which is trackcc by default)
    • Once signed in, the teacher is required to change the password for the account
  • The teacher is then ready to start recording attendance, behavior or grading data
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What changes can the teacher make - and what changes are only possible by the administrator?

  • Only the administrator can:
    • Select which functions are enabled for the school
    • Add / update students & student info items
    • Add classes and make student assignments to classes
    • Define statistics periods
    • Customize attendance / Behavior / Grading items & legends
  • The teacher can update:
    • Add student photos
    • Add class photos
    • Record attendance / Behavior / Grading data
    • Add student notes and class notes including photo attachments
    • Send email to teacher’s own students & guardians / advisors
  • Note that the administrator can also do all the same functions as the teacher
    • So the administrator can edit attendance data to make corrections
    • Or add a missing class notes announcement on the teacher’s behalf
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If the teacher is sick and I get a substitute teacher, how can data still be kept up to date?

  • The substitute teacher would install the TrackCC app
    • And sign into the teacher’s TrackCC account
    • The data will auto-sync to the teacher’s own device at home
  • Once the teacher returns to work
    • She can delete the substitute teacher’s device from the “Device list”
    • And change the account password
  • Each teacher account supports being signed in from 2 devices (plus the website)
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In part of my school I want to use just Attendance, and in another, I want to use all functions. How?

  • You could setup two administrator accounts
  • This allows the school settings to be different for the two sections of your school
  • You’d enable just Attendance for one, and all functions for the other
  • You’d need to sign in & sign out to access the two administrator accounts
  • If the teachers are separate for each school, the number of teacher license purchases the same
  • You may lose out on the volume discount percentage
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I have an ice-skating school where the students change every 3 months - how do I set this up?

  • You’d want to setup each period as a separate “School term”, for example:
    • School term = 2019 Summer
    • School term = 2019 Fall
    • School term = 2020 Winter
    • School term = 2020 Spring
  • You’d upload your student & class list separately for each new school term
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What are the “Info 1”, “Info 2” etc. fields on the school upload file?

  • These are for uploading additional student info items, for example:
    • Home address
    • Allergies
    • Names of siblings in the same school
  • After uploading, you can customize the “Info x” labels
  • The student info items are visible to admin & teachers only
  • Students and guardians / advisors will only see the student name
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I am having problems uploading my school file, what can I do?

  • Email the file you’re trying to upload to support@trackcc.org
  • We typically respond within the hour (unless we’re sleeping)
  • The most typical problems are:
    • Incorrect column headers
    • Incomplete data
    • Wrong file type
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How can I include the same student in multiple classes?

  • On the school upload file, repeat the row with the same student info, and just change the class name
  • Or, on the admin page, add the additional classes by clicking “Student name” / “Assign classes”
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How can I assign multiple teachers to teach the same class?

  • If a single teacher teaches a class of 50 students, you’d repeat the same teacher name for each student row with the same class name
  • If the same class has 5 teachers, you’d include each teacher at least once (or repeat each teacher 10 times)
  • Or, on the admin page, add the additional teachers by clicking “Class name” / “Assign teachers”
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How can I allow another admin to have access to the school data via the app & website?

  • On the school upload file, Assign the admin as an additional teacher to each class
  • This will allow the extra admin to view all student info and view / edit recoded data on the app & website
  • Or, share the admin login credentials with the other admin to have full access via the website
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I have adult students. How can I give student advisors access to the student data?

  • You can invite the advisors as “guardians / advisors” for each student
  • The advisors will be able to view but not edit all recorded student data
  • You can configure notifications to be sent to advisors via the app, via email or via text message