Manage Faculty

This page applies to Time2Track institutional administrators.

Faculty members can be created if you have the Time2Track Gold or Platinum plan. Faculty members can:

  • Approve, reject, or mark trainee activities on behalf of a supervisor, if necessary.
  • Complete forms and evaluations.

Once faculty accounts are created and made active, trainees can add them to the placement. Once a faculty member is added to a placement, the trainee will be visible in the faculty account. 

To add, edit, and delete faculty accounts, click Training, then Faculty, from the menu on the left.

Faculty Statuses

Faculty members have two statuses: a registration status, which indicates if they have been invited to Time2Track or created their account, and an active status, which indicates whether their account is active. 

Registrations Status

  • Not Invited: the invitation has not been sent by the IA.
  • Invited: the invitation has been sent but the faculty member has not yet set up their account. 
  • Registered: the account has been set up. 

Active Status

  • Active: trainees can select this faculty member when creating placements.
  • Inactive: trainees cannot select this faculty member when creating placements. 

Add a Faculty Member

  1. From the faculty page, click the blue plus sign in the top right corner.
  2. Complete all required fields.
  3. Click Create.

Once you've added a faculty member, you can create their account without sending an invitation email or send the invitation email right away.

To avoid any confusion on their part, we recommend emailing faculty before the invitation is sent to let them know about Time2Track and an invitation email will be sent. You can use the following email template and edit the details to represent the features included in your program’s subscription plan.

New Faculty Template Email

Dear Faculty,

As a valued partner to our program, we want to let you know that we will be using Time2Track to better manage our trainees’ activities and data. Trainees will use Time2Track to log their activities and submit those activities to their supervisor for approval. As a faculty member, you'll be able to view your trainees' activities—including approvals by supervisors—and verify those activities, if desired. Additionally, you'll use Time2Track to view or complete forms and evaluations.

As part of this transition, we need your help! You'll be receiving an email invitation from Time2Track to sign up for your free faculty account, which will take less than five minutes. Because we are moving quickly to implement this software, we ask that you log in and complete your account setup within 5 business days of receiving the email.

Once you’ve set up your account, trainees will be able to submit activities to you for approval, and you'll be able to receive forms and evaluations. We strongly encourage you to review the Quick Start Guide for Faculty and reach out to customer service if you need technical assistance.

If you have any questions, please do not hesitate to contact us.

Edit/Delete a Faculty Member Account

You can only update or delete a faculty member's account once the email invitation has been sent and there is no data associated with the account, such as a form or placement. 

  1. Click the pencil icon to edit the account.
  2. Update any necessary information and click Save to edit, or click Delete Faculty to delete.

Mark a Faculty Member Account Active/Inactive

Mark a Single Faculty Active/Inactive
  1. Click the pencil icon to edit the account. 
  2. Under Active Status, select the checkmark to activate the account or the X to deactivate the account.
  3. Click Save. 
Mark Faculty Active/Inactive in Bulk
  1. Click the selection box next to each appropriate account.
  2.  Click Mark Active/Mark Inactive.

Send/Resend an Email Invitation

If you created a faculty account but did not yet send the email invitation, you can do so at a later time. If the faculty member doesn’t receive an email invitation after it has been originally sent, we recommend that they:

  • Check their spam and junk folders.
  • Contact their IT department and safe-list no-reply@time2track.com.
  • Confirm with you that their account is set up with the correct email address.

To resend an email invitation:

  1. Click the pencil icon to edit the account.
  2. Click Re-send Invitation to send a new email invitation.

To send an email invitation after creating an account:

  1. Click the pencil icon to edit the account.
  2. Click the Send Invitation checkbox to send the email invitation.