Set Up Your Time2Track Gold Account

Review Onboarding FAQs

Sign Sales Order

Finalize the Custom Activity Type List (if applicable)

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.

Review the Glossary (required)

It's important you familiarize yourself with common Time2Track terminology before you set up your account.

• 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.

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."

• 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.

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.

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).

Complete Prelaunch Checklist (required)

To finalize your account setup, ensure the following steps have been completed:

• The current term box is selected, as appropriate.
• Supervisor accounts have a Registered status and connected to the correct training sites.
• Trainee signup instructions have been sent.

Test Your Time2Track Configurations

One of the most important steps to prepare for Phase 4 is testing your configurations. You'll want to be sure that your configurations work as intended and that you understand the trainee and supervisor 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. Switch to your demo trainee account. Create your placement. Be sure to use the same training site that your supervisor account is linked to.
4. Log an activity and submit it for approval.
5. Switch to your supervisor account and review your approvals. You can confirm or reject the approval.
6. Finally, switch to your institutional administrator account. You can view your trainee account under the Students tab and review your activity reports.

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.