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Liaison

Set Up Your Time2Track Gold 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 then submit these experiences to their supervisors and faculty members for approval. Organizations, graduate programs, and training sites can monitor their trainees' progress, track Online Approval requests, and generate training reports.

Onboarding Process

The onboarding process includes a series of tasks that are completed throughout 4 different phases. 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. 

By now, you should have received an email from your dedicated account manager who will work with you as you complete each onboarding phase. 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 Set Up: 
Given your day-to-day work responsibilities, it's likely you'll need to complete your account set up over the span of a few weeks, usually between 4–8. Be sure to dedicate some time each day or week to completing the actions below. It may be helpful to bookmark this page so you can easily return to it as you complete your account set up. 

Phase 1: Introduction to Onboarding

Step #

Actions

Notes and Considerations

1

Submit the New Client Configuration Form

 

2

Review Onboarding FAQs

 

3

Finalize outstanding items with your account manager. 

Be sure to: 

  • Confirm and submit Custom Activity Type List (if applicable). 
  • Sign your sales order. 
  • Pay your invoice. 

You're ready to move to Phase 2 when:

  • All tasks are complete. 
  • A signed sales order is received. 
  • Your invoice is paid. 

Your account manager will email instructions when you are ready for Phase 2.

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

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 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." 

5

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.

6

Turn On Online Approval (required)

Turning on Online Approval gives trainees the ability to create placements and submit their activities to supervisors for approval. If you do not require supervisor approval of activities, you must still complete this step.

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.

You're ready to move to Phase 3 when:

  • Your institutional administrator account is set up.
  • You've completed all Phase 2 tasks. 

Note: you do not need account manager approval to move to Phase 3.

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 4). 

2

Complete Prelaunch Checklist (required)

 

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

3 Request Configuration Review Once you have completed steps 1 and 2, email your account manager at success@time2track.com and request a configuration review. This step ensures your account is ready for launch.

You're ready to move to Phase 4 when:

  • You've completed all Phase 3 tasks. 
  • A configuration review is completed.

Your account manager will email instructions when the configuration review is complete and you are ready for launch.

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 3, 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 4 tasks. 
  • You've discussed with your account manager any questions that arose during launch. 
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