AdvisorTrac is the authority in management systems for advising, counseling, disability, financial aid, and other student support services in higher education.


Record a student’s visit at the moment it happens. Capture critical data immediately, reducing errors and overhead.


Allow students to request an appointment with a consultant, advisor, learning center helper, or anyone that can help that student.


Run reports that summarize or detail who is getting help for what reasons. Use that data to analyze what resources are needed and when they are needed.


Campus success is determined by student success. Providing critical help at the moment it is needed enables success for everyone.

Success Strategies for Your Campus

Features at a Glance

Customizable Reports


Campus Portal Support


Automate Tasks


Custom Emails


Integrate Colors & Logo


Online Appointments


High-Level TLS Encryption


Powerful Search


Web-Based Access


Support ID Card Readers


Testing Centers


Collaborative Writing


Center-Specific Preferences


Self-Service Kiosks


Online Scheduling


Workshop Attendance


Flag Students


Multi-Person Study Table Help


CAS Integration


Surveys and Questionnaires


Custom Access Levels


Text Notifications


Sync Appointments with Other Calendars


Supplemental Instruction Reporting

What Our Customers Are Saying

I was skeptical when my department decided to move forward with AdvisorTrac but it never stops surprising me. Paper file system… Gone! Please take a ticket and be seated… Gone! Calling names into the lobby… Gone! Long lines during registration… Gone! AdvisorTrac has thought of everything required in an advising management system and has streamlined our processes when working with students. Thank you Redrock!

Our students love using AdvisorTrac because they can quickly book their own appointments online and can add themselves to the waiting list to see and advisor. Our advisors love AdvisorTrac because they can have full control over when they are available to meet with students and allow front desk staff and students to only book the times that they are available. I love how customizable the AdvisorTrac application is to fit our needs.

We used to have a big problem with students missing appointments or meeting with the wrong advisor. AdvisorTrac’s automated notifications and text alerts, in addition to auto-blocking students for missing appointments, has turned our culture around. With the online scheduling feature, the students are able to find the right advisor for their specific needs. AdvisorTrac provides so many amazing functions that we haven’t even scratched the surface yet.


What is AdvisorTrac?

AdvisorTrac provides the most powerful management and tracking solutions for advising, counseling, and other student support services centers at colleges and universities. Link with your student information system to maintain accurate and up-to-date contact, demographic, and enrollment data from your registrar. Manage staff across multiple centers and locations with custom permissions to provide access to only the appropriate users. Assign advisors to students, record each contact with students, schedule appointments online, and even automate your favorite custom reports. Empower students and staff and take your advising services to the next level with AdvisorTrac

What do I need to run AdvisorTrac?

Compatible with Windows systems as follows:

  • Windows 2000/XP/2003/Vista/7/2008/8/2012 Operating System
  • 32- and 64-bit OS
  • Home, Professional, and Server OS versions
  • All Service Packs and Release Candidates
  • Intel Pentium IV-type processor or better
  • 2GB RAM minimum

Redrock Software Corporation recommends that the AdvisorTrac server software run on a dedicated server for institutions that will have a high volume of activity (such as a campus with over 20,000 students that allow students to book appointments using AdvisorTrac over the web). In low use situations, the AdvisorTrac server software may run on a server that is a dual-use server.


Optional hardware

The following equipment is optional, but may be utilized by AdvisorTrac:
Digital camera for taking pictures to be imported into TutorTrac
Barcode reader, scanner, wand or other type of ID reading device

Powerful Database Engine

AdvisorTrac utilizes the proven technology of 4th Dimension of 4D, Inc. of San Jose, California. AdvisorTrac is a native language, compiled, executable application that takes full advantage of the processor of the machine on which it is operating. The time proven 4D system is in use in many time/security intensive databases and has been in use for over 15 years.


The Trac System requires all users to authenticate in order to access the system. Redrock Software recommends utilizing whichever secure campus authentication protocol is in place, be it LDAP, Active Directory, CAS, Blackboard, or other. Redrock Software also recommends that access to your Trac System and SAGE can also be secured with TLS encryption to protect your data across the web.

Protect your data

AdvisorTrac supports automatic backups of the data file on a user-defined timed interval. This process can also be handled by the campus’ own software.

As hardware needs change, moving the AdvisorTrac software to a different server is a simple task. It’s as simple as dragging and dropping the application directory onto the new server.

Frequently Asked Questions

Can we do online appointments with the Trac system?

There is no limitation to the number of students that you can support in your Trac System. A single Trac System might support a specific population of students at a small campus or it may provide services for the entire student population of a large university. The Trac System can scale to work with your needs.

How many students can we manage with the Trac System?

There is no limitation to the number of students that you can support in your Trac System. A single Trac System might support a specific population of students at a small campus or it may provide services for the entire student population of a large university. The Trac System can scale to work with your needs.

Can I use the Trac System at multiple locations?

Yes, you are free to use the Trac System at as many locations as you like. Based upon your license, however, the locations may have to share the same settings and configurations. For additional configurations within the same license, you will need to purchase additional profiles.

What are Profiles?

A profile is a group of centers that operate in a similar manner and share the same preferences and configuration. The Trac System license comes with one profile and additional profiles may be purchased from Redrock Software Corporation.

Do I need TutorTrac or AdvisorTrac?

TutorTrac and AdvisorTrac are very similar in design and interface. The primary differences are related to the differences between tutoring and advising. When providing tutoring, the perspective is typically subject- or course-based. Students book appointments with tutors based on their need for assistance in a particular course. Generally, advising takes a macro-view of the student and provides help for the student to succeed in school. The main differences are in how the appointments are scheduled, visits are recorded, and consultants are notified.

Does the Trac System require a server?

Your Trac System may be installed locally at your campus or may be hosted by Redrock Software. When installed at your campus, you must have a dedicated server that meets the Server Requirements. If you would like Redrock Software to host your Trac System, then you will not need to manage a server and will simply work with your Trac System through the web interface.

Would you like to know more? Schedule a demo now!