Send Forms

This page applies to Time2Track institutional administrators.

Once your forms are created and activated, you can send them to trainees, supervisors, and faculty. Each recipient receives an email with a direct link when it is their turn in the workflow, prompting them to complete their step. Additionally, they can access forms in their accounts under the Forms tab. You can: 

  • Send forms in real time, as needed. 
  • Send automatically when a placement is created. 
  • Allow trainees to initiate and send forms. 

Send Forms in Real Time 

If you choose this method, you must select the trainee placement(s) and/or workflow(s), then manually initiate the distribution of the form. This can be done individually or in trainee placement/workflow groups.

  1. Click Forms in the current interface. 
  2. In the new interface, on the left, click the paper icon to display the Form Manager and click Forms again. 
  3. Under Actions, click the send icon. 
  4. Click Add Recipients. You can then use the filters to narrow your recipients by trainee/supervisor/faculty, cohort, level, etc. Note that all forms sent will be attached to the placements you select in the following steps. 
  5. Click Generate List. 
  6. Click Next.
  7. Review your recipients. If the form version has already been sent to any placements or workflows on the list, those will be identified in red with an icon to the right of the duplicate. To remove those placements or workflows, click Remove Duplicates in the far right of the alert message. 
  8. You can select an existing batch name or create a new batch name (e.g., Spring 2026 Final Evaluations). To use an existing batch name, start typing in the field and select a batch from the drop-down menu. 
  9. If you are creating a new batch, type the new batch name you want to use and click Create New Batch. Enter a description for the batch name in the Description field. 
  10. Click Send. 

Set Up Delivery Automation

To set up the automatic delivery of the form, you can choose either option below. Note that all delivery automations must be linked to a course. 

Automatically Send When a Placement is Created

When a trainee creates a placement, the form will automatically be sent to the first user in the workflow.

Trainee Will Initiate and Send

The trainee is responsible for sending this form manually. If you choose this option, you can also select whether this form is generated only to the primary supervisor associated with the placement or to each supervisor associated with the placement.