Getting Started with Forms
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This page applies to Time2Track institutional administrators.
The Form Manager is available to Platinum Time2Track clients (contact the Time2Track sales team for more information). As an institutional administrator (IA), you can use this feature to build and send custom forms, evaluations, or other key program documents to trainees, supervisors, and faculty members.
You will find the most success with forms or evaluations that are sent no more than three times per semester or placement period. We do not recommend using the Form Manager for documents that need to be completed on a daily or weekly basis.
Overview of Features
Form Manager can help you build and send forms to anyone with a Time2Track account, including trainees, supervisors, faculty, or institutional administrators. When you send a form, the recipient receives an email with a direct link to the document (note: institutional administrators do not receive an email). You can track and manage a form's progress from the moment it is sent until it is complete. Note that Form Manager:
- Supports most forms and evaluations that are intended to be sent after a trainee has confirmed and set up their placement details (i.e., training site, supervisor name, etc.). Common form types include learning agreements, evaluations, contracts, or other assessment documents.
- Supports various question types and content, including single- and multiple-choice, open-ended questions, Likert scale, and file uploads.
- Allows you to gather electronic signatures.
- Allows you to export aggregate data.
Important Steps to Take Before Building Forms
Before working in Time2Track Form Manager, it's essential to identify which forms you want to build and send. Confirming which documents you want to build beforehand saves you time and energy when you begin building these forms in Time2Track (note: anyone with an institutional administrator account can build forms and evaluations, if given access). The time commitment for gathering, reviewing, and building forms and evaluations depends on the number of forms and evaluations you have, as well as the complexity or length of those documents. We recommend that you complete the following checklist before beginning to build forms.
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Checklist Item |
Notes |
|---|---|
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Update forms. |
We recommend reviewing your current forms and making any necessary edits. As you review your forms, be sure to include any relevant details regarding your new process in Time2Track. |
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Confirm the workflow. |
Each form will have a designated workflow. A workflow identifies to whom the form or evaluation should be routed and in what order. Make sure you know:
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Determine how you will distribute forms and evaluations. |
There are several ways for you to send forms and evaluations in Time2Track. You can review your options and select any that work best for your program. |
Form Review Checklist
Review this checklist for each form you create to ensure it is built correctly.
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Step # |
Review Item |
Notes |
|---|---|---|
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1 |
Confirm the form's workflow. |
Ensure that the users who need to complete the form are included in the workflow. Confirm that the workflow associated with each user matches the order in which they should receive the form. |
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2 |
Confirm each question is assigned to the appropriate user. |
Each question can only be assigned to and completed by one workflow step. Confirm the correct step is assigned to each question. |
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3 |
Confirm that each workflow step is assigned to at least question. |
Review your form to confirm each workflow step has been assigned to at least one question. |
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4 |
Preview the form. |
Click the preview option in the form and select each workflow step to review all assigned questions to that user. |
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5 |
Send a test to yourself. |
In your demo trainee account, create a placement and list yourself as the supervisor and faculty member. Then, send the form to yourself and complete each section by switching your account roles. |
Frequently Asked Questions
Can I switch back and forth between the old Online Forms and Evaluations and the new Form Manager?
No, the new interface is the default for all users. Institutional administrators will see the most impact from these changes -- other roles in Time2Track will not see an impact until a form is routed to them to submit a step. At this time, they will see the new more polished form to complete. Their tasks and action items will function very similarly to what they are currently used to!
Will my existing forms still work in the new Form Manager?
Yes! We're delighted to report that all your prior submissions are still accessible via the new manager, with many new and intuitive ways to manage and organize your records. We strongly recommend copying your existing forms to a brand new form and archiving the existing form in order to take advantage of all the new options and streamline their flow and function where possible.
How can I view my existing forms and submissions?
By clicking the Form icon in the left navigation pane, you will see options for "Submissions" and "Forms". "Submissions" will allow you to see and manage all sent, in progress and completed forms. Clicking "Forms" will show you all the forms you have built and their respective versions, edit, create, archive and send new or existing forms.
Why don't I see all of my trainees on the Submissions screen?
If you are not seeing all submissions, confirm which, if any, filters have been applied to your Submissions dashboard and remove them if necessary. Note that expired students are not included by default.
Can I archive individual versions of forms?
When you archive a form, you archive both the current version and all previous versions.
What is a draft?
A draft is an unpublished, inactive version of a form that is intended for future use. When you create a new version of a form, you do so as a draft. This new feature is designed to make it easier and more intuitive to keep track of new versions you are working on. You can only have one draft of a form at a time. Forms with an existing draft display an icon next to the form name, making it easy to save your progress and find your draft when you return. Once you activate a draft, it becomes the new current version of that form.