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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 Onboard Trainees article. 

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

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 trainees 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 placements 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

Can a trainee log activities outside of a term?

Yes, a trainee can log activities outside of a term. When a trainee logs an activity that falls outside of the placement term, they will see a message under the date selected, letting them know they are logging an activity outside of the term. They can choose to change the date or keep it.

Can there be more than one current term at a time?

There can only be one current term selected at a time. However, any active terms can be selected by the trainee and added to placements. When trainees create placements, the term field defaults to the current term but the trainee can select any other active term.

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 Time2Track to be delivered, then resend the invitation.

How do I change the email address for a supervisor?

If a supervisor has not yet registered their account, you can update their email address and resend the invitation. If a supervisor has a registered status, you cannot edit this information; however, the supervisor can update their email address in their profile.

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. View the trainee's subscription expiration date under the Expiration column.

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.

How can I check my form's workflow?

You can check both the form's workflow order and which form sections and questions have been assigned to users. Under Forms, click Documents. Navigate to your form, then:

  • To check the form's workflow order, view the drop-down in the bottom center (e.g., Student to IA).
  • To check which form sections and questions have been assigned to users, view the drop-down to the right of each section (e.g., 1. Student). Be sure that a section and all questions under it are designed for and assigned to the same user. For example, a supervisor signature field should not be listed under a section assigned to students.

Why don’t my trainees see the Approvals tab?

Your Account Manager activates the Approvals tab and the ability for trainees to create placements during Phase 3 of the onboarding process. Contact your Account Manager directly if your trainees cannot see the Approvals tab.

How do I know if trainees are submitting approvals to supervisors?

You can check this in two ways:

  • Under the Approvals tab, you can 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.

When I set placements to Complete, what does that do?

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

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