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Frequently Asked Questions

This page applies to Time2Track institutional administrators.

Onboarding Questions

How long will it take for me to set up my account and complete onboarding?

Onboarding can take anywhere between 4–8 weeks depending on the size and needs of your program. Each phase of onboarding includes a set of tasks to help keep you on track. Contact your account manager if you need help with your onboarding schedule.

How do my trainees set up their Time2Track accounts?

During Phase 3 of onboarding, you'll get ready to invite your trainees to sign up for Time2Track. You can learn more about that process via the Onboarding Trainees article. 

Do I have to build all forms and evaluations before launching to students?

While you aren't required to build all forms and evaluations before launch, we recommend building any that will be distributed within the first three months of launch.

How often should my students create new placements?

How often trainees create placements varies depending on your program details and needs. Generally, trainees will create a new placement for each unique experience. This includes creating a placement any time a training site, course, or term changes.

My program has multiple individuals with Institutional Administrator (IA) accounts. Can we all see the same details?

Yes, every IA has access to the same information in Time2Track.

General Questions

How do I find my program's authorization key and see how many unused licenses are remaining?

To view your authorization key and the trainees who are using it for their subscriptions, click Accounts, then Authorization Key. You can also run the Authorization Key Export under the Analytics section. If you need to purchase additional subscriptions, contact your Account Manager at

Why hasn't a recipient received a form yet?

There's a good chance that in the form's workflow, the recipient before them saved the form instead of completing their step. Since the form is still with the previous recipient, that individual must go to Forms and click Continue Form.  When the form opens, they'll see the option at the bottom of the page to complete their step. Once they've completed their step, they'll receive a confirmation message.  

Why don’t my trainees see the Approvals tab?

Once you've finished setting up Online Approval for your trainees, you need to activate the feature so they can use it:

  1. Under Settings, click Profile.
  2. Under Supervisor Approvals, click Enabled For Students.
  3. Click Save.

When I set a placement to Complete, what does that do?

When you set a placement to Complete, it prevents the trainee from starting or initiating a form that was already sent to them. 

Why hasn’t one of my supervisors received their Time2Track invitation?

Account invitations are sent automatically, and sometimes email clients block these types of emails or mark them as spam. Have the supervisor check their spam/junk folder for the invitation email. If the invitation is not there, double check that you have the correct email address entered in Time2Track. If not, change the email address and resend the invitation; do not create a separate account for the supervisor. If you do have the correct email address listed in Time2Track, ask the supervisor to contact their IT department to allow emails from to be delivered, then resend the invitation.

How do I change the email address for a supervisor?

If a supervisor has not yet activated their account, you can update their email address. If a supervisor has already activated their account (meaning they clicked the link in the invitation email and completed their account setup), you cannot edit this information.

How do I resend a Supervisor invitation?

  1. Click Training.
  2. Click Supervisors.
  3. Use the filter options to narrow your results, if needed.
  4. Under the Name column, click the supervisor's name.
  5. Confirm the correct email address is listed.
  6. Click Save and Resend Invitation to send a new email invitation.

Note: this is also a good opportunity to double-check that the supervisor's email address is entered correctly.  

How do I make courses, training sites, or supervisors inactive?

If your program is no longer working with a specific training site or supervisor, you can change their status to Inactive.  This will prevent future trainees from selecting these options when setting up placements, but will not affect current and past trainees.  

  1. Click Training.
  2. Click Supervisors.
  3. Use the filter options to narrow your results, if needed.
  4. Under the Name column, click the supervisor's name.
  5. Change their status to Inactive, then click Save.  

How can I see a trainee's expiration date for their account?

  1. Click Students. 
  2. Click List. 
  3. Use the filter options to narrow your results, if needed.
  4. Click the trainee's name to view their information, including the expiration date.
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