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Set Up Your Time2Track Platinum Account

This page applies to Time2Track institutional administrators.

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.

Timer 1.pngTimeframe 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

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:

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:

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

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

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: 

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

  1. Log in to Time2Track as an institutional administrator.
  2. 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.
  3. Add yourself as a faculty member. Be sure to use the same account email address so you can easily switch roles during testing.
  4. 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.
  5. Log an activity and submit it for approval.
  6. Switch to your supervisor account and review your approvals. You can confirm or reject the approval.
  7. Switch to your faculty account and review the approval. You can verify or unapprove the approval.
  8. 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

  1. Log in to Time2Track as an institutional administrator.
  2. 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.
  3. Send the form to the placement you created in the test workflow above.
  4. 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. 
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