Manage Training Sites and Supervisors

This page applies to Time2Track institutional administrators.

Overview of Training Sites

Training Sites are locations where a trainee completes the experience.

Add a Training Site

  1. Click Training.
  2. Click Training Sites.
  3. Click Add a Training Site.
  4. Type and select an existing training site or enter a new one.
  5. Complete all required fields.
  6. Under Supervisors, link the appropriate supervisor to the training site.
  7. Click Save.

Deactivate a Training Site

If your program no longer works with a training site, you can mark it as inactive. This does not affect any placements or activities previously logged by your trainees but does prevent trainees from selecting the training site for new placements and activities.

  1. Click Training.
  2. Click Training Sites.
  3. Use the filter options to narrow your results, if needed.
  4. Under the Name column, click the training site name.
  5. Under the Status drop-down, select Inactive.
  6. Click Save.

Overview of Supervisors

Supervisors can review and approve trainee activities and complete forms and evaluations (only for Platinum plans) in Time2Track. You must first create the supervisor's account before they can access their trainees in Time2Track. Time2Track then sends the supervisor an automatic email invitation.

Supervisor Statuses

You can identify a supervisor's registration and account statuses in the Supervisors section. To find the status:

  1. Click Training.
  2. Click Supervisors.
  3. Click on the supervisor's name.
  4. View the registration status at the bottom.
Registration Status
  • Not Invited: you created the supervisor's account, but the registration email was not sent yet to the supervisor.
  • Invited: you created the supervisor's account and the registration email was sent, but the supervisor has not logged in to Time2Track to register their account.
  • Registered: the supervisor logged in to Time2Track and registered their account.
Account Status
  • Active: trainees can select this supervisor when adding activities or creating placements.
  • Inactive: trainees cannot select this supervisor when adding activities or creating placements.

Add a Supervisor

  1. Click Training.
  2. Click Supervisors.
  3. Click Add a Supervisor.
  4. Complete all required fields. Supervisors can complete their profile information when they log in to their account. If you do not require the supervisor to complete certain fields, enter N/A.
  5. Under Training Sites, select which training sites a supervisor is linked to.
  6. Click Save.

Once you've added a supervisor, they'll receive an automated email inviting them to set up their account. To avoid any confusion on their part, we recommend you email supervisors ahead of time to let them know about Time2Track and to expect this email. Use the following email template and edit the details to represent the features included in your program’s subscription plan. We also recommend you periodically review new supervisor accounts to ensure they have been activated, and if not, you can always re-send the email invitation or email them separately.

New Supervisor Template Email

Dear Supervisor,

As a valued partner to our program, we want to share with you that we will be using Time2Track to better manage our trainees’ experiences and data. Trainees will use Time2Track to log their activities and submit those activities to you for approval. Additionally, you'll use Time2Track to view or complete forms and evaluations.

As part of this transition, we need your help! You'll be receiving an email invitation from Time2Track to sign up for your free supervisor account, which will take less than five minutes. Because we are moving quickly to get this software implemented, we ask that you log in and complete your account set-up within five business days of receiving that email.

Once you’ve set up your account, trainees will be able to submit activities to you for approval and you'll be able to receive forms and evaluations. We strongly encourage you to review the Quick Start Guide for Supervisors and reach out to customer service if you need technical assistance.

If you have any questions, please do not hesitate to contact us.

Update a Supervisor Account

You can only update a supervisor's account, including changing their email address, if they have not completed their account setup. The supervisor's Registration status must be Invited.

  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. Update any fields, as needed.
  6. Click Save or Save and Resend Invitation to send a new email invitation.

Resend an Email Invitation

Time2Track automatically sends supervisors an email invitation. If the supervisor doesn't receive an email invitation, recommend that they:

  • Check their spam and junk folders.
  • Contact their IT department and safe-list no-reply@time2track.com.
  • Confirm with you that their account is set up with the correct email address.

To resend an email 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.

Deactivate a Supervisor

If your program no longer works with a supervisor, you can mark that supervisor's account as inactive. This does not affect any placements or activities previously logged by your trainees but does prevent trainees from selecting the supervisor for new placements and activities. Note that you cannot delete a supervisor's account.

  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. Under the Status drop-down, select Inactive.
  6. Click Save.