Set Up Your Time2Track Platinum Account

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Welcome to Time2Track!

Time2Track is a tool used for tracking, verifying, and managing experiences. Individuals, including trainees, interns, postgraduates, and professionals, use Time2Track to track the details of these experiences. Individuals can submit these experiences to their supervisors and faculty members for approval. Organizations can monitor their trainees' progress, track Online Approval requests, manage forms and evaluations, and generate training reports.

Onboarding Process

The onboarding process includes a sequence of pre-onboarding tasks that are initiated and completed by you, followed by 3 phases where you work in conjunction with an account manager. Any item listed as required must be completed for Time2Track to work. Items marked as optional are features you can elect to use depending on your program’s needs. As you work through each step, reference our frequently asked questions or reach out to your account manager for assistance.

Timeframe for Completing Account Setup:
Given your day-to-day work responsibilities, how long it takes you to complete the pre-onboarding steps can vary. Once pre-onboarding is completed, it's likely you'll need an additional 4-6 weeks to complete the final 3 phases of onboarding. Be sure to dedicate some time each day or week to complete the actions below. It may be helpful to bookmark this page so you can easily return to it as you complete your account setup.

Pre-Onboarding

Formerly "Phase 1: Introduction to Onboarding"

During pre-onboarding, you'll need to review key information, sign your sales order, and prepare for the later onboarding phases.

Step #	Actions	Notes and Considerations
1	Review the Forms and Evaluations guide	Although you won't build forms and evaluations until Phase 1, you should review this guide during pre-onboarding and complete the recommended checklist items.
2	Review Onboarding FAQs
3	Complete Pre-Onboarding Call	The Partner Development Manager will schedule this call with you and your dedicated account manager who will help you throughout onboarding. This call will cover final details to ensure a smooth transition during onboarding.
4	Sign Sales Order
5	Finalize the Custom Activity Type List (if applicable)
You're ready to move to Phase 1 when: All tasks are complete. A signed sales order is received. Your account manager will email instructions when you are ready to begin Phase 1 of onboarding.

Phase 1: Account Setup

Formerly "Phase 2: Account Setup"

Step #	Actions	Notes and Considerations
1	Set Up Your Institutional Account	If you haven’t already done so, you need to set up your institutional administrator account. You'll use this account to complete the remaining steps and to manage trainees. To set up your account, use the link provided in the automated email that was sent directly from Time2Track. If you haven't received this, check your spam folder before contacting customer service.
2	Review the Glossary (required)	It's important you familiarize yourself with common Time2Track terminology before you set up your account.
3	Add Training Sites (required) Add Supervisors (required)	Training Sites are locations where a trainee accrues activities and hours. Supervisors are attached to training sites and can approve activities and complete forms and evaluations. Your task is to enter training sites and supervisors so trainees can select them when they create placements. As you add new supervisors: Send them an email to let them know they should watch for an automated email from Time2Track. Share the quick start guide for supervisors with them. Resend the Time2Track email invitation to supervisors who do not activate their account.
4	Add Faculty (optional)	Faculty members can verify supervisors’ approval of trainee activities and hours, approve or reject hours on behalf of the supervisor, and complete forms and evaluations. As you add new faculty: Send them an email to let them know they should watch for an automated email from Time2Track. Share the quick start guide for faculty with them. Resend Time2Track email invitation to faculty who do not activate their account.
5	Add courses (required)	Courses refer to the name or label given to an internship or practicum course, which trainees select when creating placements. If you don’t have specific courses to include, simply create a default course such as “practicum,” “internship,” or "community-based learning."
6	Add Terms (optional) Add Tags (optional)	A term is the date range you create for the trainee's experience. This may or may not align with a program’s academic term. Remember to select the current term and update this each time you move to a new date range. Tags can be created to track customized details about your trainees' activities and clients.
7	Set up a Demo Trainee Account (optional)	Setting up a free demo trainee account gives you the ability to view and test your program details from the trainee perspective.
8	Learn about Forms and Evaluations (optional) Create Forms and Evaluations (required) Choose How to Send Forms and Evaluations (optional)	You can build and send your program's forms and evaluations to your trainees, supervisors, and faculty members through Time2Track. As a best practice, you should try to build all forms and evaluations before launch, but if that isn't possible, create at least one form or evaluation so you understand how the process works (you can always add more forms after you launch).
You're ready to move to Phase 2 when: You've completed all Phase 1 tasks. Note: you do not need account manager approval to move to Phase 2.

Phase 2: Prepare for Launch

Formerly "Phase 3: Prepare for Launch"

Step #	Actions	Notes and Considerations
1	Create Trainee Signup Instructions (required)	Unlike supervisors and faculty members, trainees sign up for Time2Track on their own. As the institutional administrator, you'll need to create signup instructions for trainees. You'll share these instructions with trainees at launch (Phase 3).
2	Complete Prelaunch Checklist (required)	To finalize your account setup, ensure the following steps have been completed: The current term box is selected, as appropriate. Forms and evaluations are activated. Form and evaluation workflows are routing to users in the correct order. Supervisor accounts have a Registered status and connected to the correct training sites. Faculty accounts are active. Trainee signup instructions have been sent.
3	Test Your Time2Track Configurations	One of the most important steps to prepare for Phase 3 is testing your configurations. You'll want to be sure that your configurations work as intended and that you understand the trainee, supervisor, and faculty workflows. As you go through the processes below, make note of any places you may want to make changes. Test Configurations for All Roles Log in to Time2Track as an institutional administrator. Add yourself as a supervisor. Be sure to use the same account email address so you can easily switch roles during testing. Link your supervisor account to a training site. Add yourself as a faculty member. Be sure to use the same account email address so you can easily switch roles during testing. Switch to your demo trainee account. Create your placement and add your faculty account to it. Be sure to use the same training site that your supervisor account is linked to. Log an activity and submit it for approval. Switch to your supervisor account and review your approvals. You can confirm or reject the approval. Switch to your faculty account and review the approval. You can verify or unapprove the approval. Finally, switch to your institutional administrator account. You can view your trainee account under the Students tab and review your activity reports. Test Forms & Evaluations Workflow Log in to Time2Track as an institutional administrator. Activate a form that includes the trainee, supervisor, and faculty member roles. If you don't have a form with all these roles, select one that includes as many roles as possible. Send the form to the placement you created in the test workflow above. Switch your role to the first person in the form's workflow, then complete the form. Repeat this process for each person in the workflow.
4	Request Configuration Review	Once you have completed steps 1 through 3, email your account manager at success@time2track.com and request a configuration review. Once your account manager confirms your account is ready for launch, they will enable online approvals for trainees and release authorization keys to your account.
You're ready to move to Phase 3 when: You've completed all Phase 2 tasks. A configuration review is completed. Your invoice is paid. Your account manager will email instructions when the configuration review is complete and you are ready for launch.

Phase 3: Launch

Formerly "Phase 4: Launch"

Once your account manager has successfully completed your configuration review, you are ready for launch!

Step #	Actions	Notes and Considerations
1	Send sign-up instructions to trainees.	Before you send trainees the instructions you wrote in Phase 2, make sure they include all the key information your trainees will need.
2	As soon as trainees set up placements, verify placement accuracy.
The onboarding process is complete when: You've completed all Phase 3 tasks. You've discussed with your account manager any questions that arose during launch. Once onboarding is complete, your account manager will email instructions for post-launch communication and support.

Step #

Actions

Notes and Considerations

Send sign-up instructions to trainees.

Before you send trainees the instructions you wrote in Phase 2, make sure they include all the key information your trainees will need.

As soon as trainees set up placements, verify placement accuracy.

The onboarding process is complete when:

You've completed all Phase 3 tasks.
You've discussed with your account manager any questions that arose during launch.

Once onboarding is complete, your account manager will email instructions for post-launch communication and support.

Post-launch Review

To ensure a smooth transition with Time2Track, we recommend completing this checklist after you launch. This will help you identify any issues and make adjustments as needed.

Time After Launch	What to Check and Why	How to Check	How to Fix (if needed)
1 week after launch	Confirm your trainees, supervisors, and faculty members statuses. Be sure that: Trainees have an Active status. Supervisors have a Registered status. Faculty members have an Active status.	Trainees: under the Students tab, List subtab, confirm that Active is listed under the Status column. Supervisors: under the Training tab, Supervisors subtab, click on a supervisor's name and view their registration status. Faculty members: under the Training tab, Faculty subtab, confirm that Active is listed under the Status column.	Trainees: direct your trainees to create and update an account. Supervisors: resend a supervisor invitation. Faculty members: resend a faculty member invitation.
2 weeks after launch	Check for duplicate active trainee, supervisor, and faculty member accounts	Trainees: under the Students tab, List subtab, look for any duplicate accounts. Tip: run the Authorization Key Export under the Analytics tab to manage key usage. Supervisors and Faculty members: under the Training tab, Supervisors or Faculty subtab, sort users alphabetically by clicking the Name column and then look for any duplicate accounts.	Trainees: contact customer service. Supervisors and Faculty members: you can deactivate an duplicate supervisor account or duplicate faculty account. Alternatively, you can contact customer service to have the supervisor/faculty accounts merged.
3 weeks after launch	Review trainee placements	Review the Verify Trainee Placement Accuracy strategies.	Trainees can edit their placements. You can edit an existing trainee placement.
3 weeks after launch	Confirm trainees are submitting hours for approval	Under the Approvals tab, review a specific trainee or group of trainees. Under the Students tab, click on a trainee and then click the Activity Details Report. You can then filter by approval status.	Trainees can submit their activities for approval.