Monitor Your Trainees

This page applies to Time2Track institutional administrators.

You can view and monitor trainees who have linked their accounts to your program. You can also run trainee progress reports.

View Trainee Details

Your trainees are listed on the Students tab. Your trainees' status, which is listed here as well, refers to their account status:

  • Active: the trainee has a paid Time2Track subscription, using their credit card or your program's authorization key.
  • Expired: the trainee's Time2Track subscription has ended.
  • Pending: the trainee is using a free trial of Time2Track.

If you offered an authorization key to a trainee and they haven't applied it to their account, they can be listed in the Pending status. Direct them to the Time2Track Trainee help center for more information on activating their account with an authorization key.

  1. Click Students.
  2. Click List.
  3. Use the filter options to narrow your list of trainees, if needed.
  4. Under the Name column, click the trainee's name.
  5. Under the Overview section, you can view when a trainee registered their account and when it expires.
  6. Select the trainee overview or a report type. See definitions below.
  7. Under Date Range, limit your report to include activities within a certain date range.
  8. Under Placement, select the trainee's placements.
  9. Under setting, select a treatment setting.
  10. If you select Consolidate Custom Types, then the trainee's custom activity types are combined with the associated, standard activity types. If you don't select this, then the trainee's custom activity type data is listed separately from the associated, standard activity types.
  11. If you select Approved Hours Only, then your report is limited to only activities approved by you, the supervisor.
  12. Click Filter, if needed.
  13. Click Print Signature Page to print the report details.

Report Types

Review the report type descriptions below to learn which types of activities (e.g., unconfirmed, confirmed, scheduled, etc.) and activity information are included in each report.

Trainee Overview

This page includes your trainee's details, including their Time2Track registration and expiration date, earliest activity, most recent activity, number of activities, and cumulative hours. You can also enter or update your trainee's cohort and college or university student ID.

When trainees create a Time2Track account, their cohort is automatically assigned to the year they created an account. For example, if a trainee created their Time2Track account in 2021, their cohort is 2021.

If needed, you can change a trainee's cohort. For example, if you want to group trainees by when they enter your program (e.g., January cohort versus August cohort), you can enter 202101 (i.e., 2021-01) for your January cohort and 202108 (i.e., 2021-08) for your August cohort. Note that you can only enter numbers in the Cohort field.

Additionally, if desired, you can add or update a trainee's college or university student ID. Trainees can enter this data when they create or update their account.

  1. Click Students.
  2. Click the trainee's name.
  3. If desired, enter a new cohort.
  4. If desired, enter or update a trainee's student ID.

Activity Summary Report

This report includes a detailed view of all your trainee's confirmed activities, including graphs for their hours based on time, domain, treatment setting, placement, and type. If a trainee tracks assessment totals, these are also included.

Demographic Summary Report

This report is based on only confirmed activities and includes a detailed summary of the different client populations your trainees have worked with, including charts based on client age, gender, sexual orientation, race/ethnicity, and disabilities. The total number of clients by type are also listed.

Combined Summary Report

This report combines parts of the Activity Summary and Demographic Summary reports. The client demographic data and activity hours by type are listed.

Activity Details Report

This report lists all your trainee's activities, with activity and treatment setting totals. Select the default statuses, approval statuses, and date range for a basic filter, or click Advanced Filters for additional filters.

AAPI View

Trainees can track their psychology training experiences and practicum hours in [CAS NAME] to complete the APPIC Application for Psychology Internships (AAPI) application. If they do this, you can use this report to view all activities that will be included in their AAPI application. Select the default statuses and date range to filter.

Note that when trainees apply through the AAPI application, only activities up to October 1 are included in the AAPI Summary of Practicum Experiences. You can use the date range filter to find which activities meet this criterion.

Run Trainee Reports

You can extract your trainee information as a CSV file.

  1. Click Students.
  2. Click List.
  3. Use the filter options to narrow your list of trainees, if needed.
  4. Click Download CSV.