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Manage Faculty

This page applies to Time2Track institutional administrators.

Faculty members can only be created if you have the Time2Track Platinum plan. Faculty members can:

  • Approve and reject trainee activities on behalf of a supervisor, if necessary.
  • Verify and un-approve trainee activities already approved by a supervisor.
  • Verify and un-reject trainee activities already rejected by a supervisor.
  • Un-verify trainee activities for supervisors to edit.
  • Complete forms and evaluations.

You must first create the faculty member's account before they can access their trainees in Time2Track. Time2Track then sends the faculty member an automatic email invitation. Once you add a faculty member to Time2Track, your trainees can add them to a placement.

Faculty Statuses

You can identify a faculty member's account status in the Faculty section. To find the status:

  1. Click Training.
  2. Click Faculty.
  3. The account status is listed under the Status column.

Account Status

  • Active: trainees can select this faculty member when creating placements.
  • Invited: you created the faculty member's account and the registration email was sent, but the faculty member has not logged in to Time2Track to register their account.

Add a Faculty Member

  1. Click Training.
  2. Click Faculty.
  3. Click Add a Faculty.
  4. Complete all required fields.
  5. Click Save.

Once you've added a faculty member, they'll receive an automated email inviting them to set up their account. To avoid any confusion on their part, we recommend you email faculty 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. 

New Faculty Template Email 

Dear Faculty,

As a valued partner to our program, we want to share with you that we will be using Time2Track to better manage our trainees’ activities and data. Trainees will use Time2Track to log their activities and submit those activities to their supervisor for approval. As a faculty member, you'll be able to view your trainees' activities—including approvals by supervisors—and verify those activities, if desired. 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 faculty 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 Faculty 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 Faculty Member Account

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

  1. Click Training.
  2. Click Faculty.
  3. Use the filter options to narrow your results, if needed.
  4. Under the Name column, click the faculty member'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 faculty members an email invitation. If the faculty member doesn't receive an email invitation, recommend that they:

  • Check their spam and junk folders.
  • Contact their IT department and safe-list
  • Confirm with you that their account is set up with the correct email address.

To resend an email invitation:

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

Delete a Faculty Member

You can delete a faculty member only if they are not linked to placements or have reviewed trainee activities. Note that this cannot be undone.

  1. Click Training.
  2. Click Faculty.
  3. Click the trash icon.
  4. Click Delete this faculty member.
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