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Liaison

Online Forms and Evaluations

This page applies to Time2Track institutional administrators.

Online forms and evaluations are part of the Time2Track Platinum plan. Contact the Time2Track sales team for more information.

You can build and send your program's forms and evaluations to your trainees, supervisors, and faculty members through Time2Track. They can complete these forms electronically. Once completed, you can access the forms and evaluations instantly. You can also run reports based on the form data.

Trainee, supervisor, and faculty members receive an email with a direct link to the form once the form is sent to them to complete; institutional administrators do not receive an email. All recipients can access forms assigned to them within their accounts.

Creating and Editing Forms and Evaluations

Create a Form

When creating forms, note that the top part of the form automatically populates with the basic information from a trainee's placement, such as the school name, training site location, term, etc. You do not need to create questions asking for this placement data again in the form. Your updates also automatically save, and you can return any time to make edits.

  1. Click Forms.
  2. Click Documents.
  3. Click Add a Document.
  4. Enter a document name.
  5. Enter a description, if needed. Note that only you can see the description; recipients cannot view this information.
  6. In the bottom center, select the workflow of the form that best fits your needs from the Student to IA drop-down. Time2Track automatically sends the form to the next recipient based on your selection (e.g., Student to Supervisor to IA).
  7. In the top part of the form, hover your cursor under Supervisor and click the plus icon.
  8. Click H to add a section or heading.
  9. Enter a heading name.
  10. Select which recipient completes this section from the drop-down.
  11. Enter a section description, if needed.
  12. Hover your cursor under each section heading and click the plus icon.
  13. Click the icon for the type of field you want to enter.
    • H icon: add an additional heading.
    • A icon: create an open-ended, single-line text response.
    • Paragraph icon: create an open-ended, paragraph response.
    • Bolded list icon: create a multiple-choice question with more than one answer selected.
    • List icon: create a multiple-choice question with only one answer selected.
    • Down arrow icon: create a multiple-choice question formatted as a drop-down.
    • Pencil icon: create a signature field. The recipient can sign the form using their keyboard on a desktop or a stylus or their finger on a touch screen device. Note that an Elvis Presley signature appears as a placeholder when building the form; once the form is distributed, the signature field will be blank.
  14. Enter your question. Select if a default value is automatically entered from the Default Value drop-down. Note that the recipients can change the default value.
  15. Select if this question is required. Recipients cannot submit the form until this question is answered. All required questions have a red asterisk once the form is distributed.
  16. Continue adding sections and questions, as needed.
    • If you create multiple-choice questions, you can copy the answers from another multiple-choice question. Your new multiple-choice question must be directly underneath the multiple-choice question you want to copy the answers from; use the Sorting feature to move questions around, if necessary. Once you are ready to copy answers, hover your cursor to the right of the Required field and click the blue copy icon.
  17. Your updates automatically save.

Activate a Form

You can activate your form in two ways once you are ready to share it with your trainees, supervisors, and faculty members.

Activate a Form under Versions
  1. Click Forms.
  2. Click Documents.
  3. Click the form name.
  4. Select Active for the form version. Any older versions of the form are automatically deactivated.
Activate within a Form
  1. Click Forms.
  2. Click Documents.
  3. Click the form name.
  4. Click the form name within the Versions page.
  5. In the bottom right, click the eye icon, then click Activate.

Edit a Form

You cannot edit a form once it is activated; be sure to deactivate it before making changes. If a form has been sent through its workflow, you cannot edit that version of the form; instead, you must create a new version and make edits in the new version. All versions of your forms are located under the Forms tab, Documents section. You can reorder and delete sections and questions within a form. Your updates also automatically save. Note that the new version saves in the same location as the original form.

  1. Click Forms.
  2. Click Documents.
  3. Click the form name.
  4. Click the blue copy icon.
  5. Click Create New Version to create a new version of the form.
  6. Click the new version of the form's name.
  7. Update any fields, as necessary, including the form name.
  8. To reorder sections, click and drag the header name in the left column.
  9. To reorder questions, select Sorting to the right of the section's recipient drop-down. Click and drag the questions under the header.
  10. To reorder answer values, hover your cursor to the right of the Required field and select Sorting. Click and drag the answer values under the question.
  11. To delete answer values, hover your cursor to the right of the answer value and click and hold Delete.
  12. To delete questions, hover your cursor to the right of the Required field and click and hold the trash icon.
  13. To delete sections, the section cannot have any questions listed. Once all questions are removed, click and hold the trash icon to the right of the recipient drop-down.
  14. Your updates automatically save. Click Versions in the left column to return to your form versions.

Use a Form as a Template

You can use existing forms as templates for new forms. The new form appears as a separate entry under the Documents section.

  1. Click Forms.
  2. Click Documents.
  3. Click the form name.
  4. Click the blue copy icon.
  5. Click Create New Document to copy it and create a new form. You will be redirected to the new form and can make edits, including updating the name, within the form.

To update the new form's name in the Documents section:

  1. Click Forms.
  2. Click Documents.
  3. Click the form name.
  4. Click Edit and update the form name.

Deactivate a Form

If your forms are linked to courses, you must first remove the form from the course before you can deactivate the form. You can deactivate your form in two ways:

Deactivate a Form under Versions
  1. Click Forms.
  2. Click Documents.
  3. Click the form name.
  4. Select Active for the form version.
Deactivate within a Form
  1. Click Forms.
  2. Click Documents.
  3. Click the form name.
  4. Click the form name within the Versions page.
  5. In the bottom right, click the eye icon, then click Deactivate.

Delete a Form

Once your form is completed by a recipient, it cannot be deleted. Deleting a form also cannot be undone.

  1. Click Forms.
  2. Click Documents.
  3. Click the form name.
  4. Click the form name within the Versions page.
  5. In the bottom right, click the trash icon, then click Delete.

Sending Forms and Evaluations

Once you create and activate your forms, you can send them to trainees, supervisors, and faculty members. The recipient who completes the form first will receive an email with a direct link to the form. Additionally, they can access forms in their accounts under the Forms section. You can initiate form delivery in three ways:

  • Administrator Delivery
  • Delivery Upon Placement Creation
  • Student Initiation

Send Forms to Recipients via Administrator Delivery

If you choose to send forms via administrator delivery, you must select your trainees and manually initiate the distribution of the form each time. This can be done individually or in batch.

  1. Click Forms.
  2. Click Submissions. If trainees have created placements or submitted hours for approval, they are listed here.
  3. Use the filter options to narrow your list of results, if needed.
  4. Click the checkboxes for the placements you want to send forms to. Click the checkbox next to Course to select all placements. Note that your selections are limited to the placements displayed on each page.
  5. Under the Choose bulk action... drop-down, select Send Submission.
  6. Under Batch name, enter a name for the group of forms you are sending (e.g., Spring 2019 Final Evaluations). You can also select from a list of previously created batches.
  7. Under Description, enter a description of the form submission, if needed.
  8. Under Recipient Type, select which recipient receives the form first.
  9. Under Document Name, select your form. The forms that appear here depend on the workflow you set up when creating the forms. For example, if you select Student for the recipient type, only the forms that have a workflow that starts with the trainee appear here.
  10. Click Send.

Send Forms to Recipients upon Placement Creation

If you choose to send forms upon placement creation, you must link a form to the course first. Then when trainees create the placement that includes the specific course, the form is automatically distributed to the applicable recipients. Forms are only sent when a new placement is created.

  1. Click Training.
  2. Click Courses.
  3. Use the filter options to narrow your list of results, if needed.
  4. Under the Name column, click the course name.
  5. Select which forms are enabled for the course. Only the active version of the form is used.
  6. Under the Send Type drop-down, select Send on placement creation. The form is automatically sent to the recipient once the trainee creates a placement and links it to this course.
  7. Click Save.

Send Forms to Recipients via Student Initiation

If you choose to send forms via student initiation, you must link a form to the course first. Then when trainees create the placement with that course, they can manually initiate the distribution of the form at any time during the placement.

Note that any time you link forms to courses, the trainee can access the forms under the Course Forms section. 

  1. Click Training.
  2. Click Courses.
  3. Use the filter options to narrow your list of results, if needed.
  4. Under the Name column, click the course name.
  5. Select which forms are enabled for the course. Only the active version of the form is used.
  6. Under the Send Type drop-down, select how and when you want this form sent.
    • Required: the form is required for the course. The trainee must initiate and complete the form first.
    • Optional: the form is optional for the course. The trainee must initiate and complete the form first.
  7. Click Save.

Managing Forms and Evaluations

Manage Forms

You can review the status of each form in Time2Track.

  • Sent: the form was sent to the first recipient.
  • In Progress: the recipient or first recipient in a multi-respondent workflow started filling out the form and saved their progress. The next recipient will not receive the form until the previous recipient completes and submits their step.
  • In Review: the first recipient in a multi-respondent workflow completed their section of the form and submitted it to the next recipient.
  • Submitted: the final recipient submitted the form. You can now review the completed form.
  • Approved/Complete: you or another institutional administrator approved the completed form. It is now locked and recipients cannot edit their sections.
  1. Click Forms.
  2. Click Submissions.
  3. Click the paper icon for each placement or click Expand All to view all forms.

Review Submitted Forms

Once a form is in Submitted status, you can review and approve it. You can view the responses from all recipients as well. Once you approve a form, it is locked and recipients cannot edit their sections. Access submitted forms in two ways:

Review Forms under My Forms (Recommended)
  1. Click Forms.
  2. Click My Forms.
  3. Click Continue Submission.
  4. Click Complete "Institutional Administrator" Step to complete and approve the form or click Save to save your progress and return later.
  5. Click Print to print a hardcopy for yourself.
Review Forms under Submissions
  1. Click Forms.
  2. Click Submissions.
  3. Click the paper icon for the placement.
  4. Click view.
  5. Click Complete "Institutional Administrator" Step to complete and approve the form or click Save to save your progress and return later.
  6. Click Print to print a hardcopy for yourself.

Resend Forms to Recipients

You can resend email notifications to recipients to remind them that they must complete a form.

  1. Click Forms.
  2. Click Submissions.
  3. Click the paper icon for the placement.
  4. Click resend.

Unapprove Forms

If you approved a form, you can unapprove it so recipients can make edits.

Unapprove Forms under My Forms
  1. Click Forms.
  2. Click My Forms.
  3. Click View Submission.
  4. Click Uncomplete to unapprove and reopen the form for editing.
Unapprove Forms under Submissions
  1. Click Forms.
  2. Click Submissions.
  3. Click the paper icon for the placement.
  4. Click view.
  5. Click Uncomplete to unapprove and reopen the form for editing.

Remove Forms Assigned to Recipients

You can only remove a form assigned to recipients if they have not completed the form yet.

  1. Click Forms.
  2. Click Submissions.
  3. Click the paper icon for the placement.
  4. Click the trash icon.
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