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Monitor Your Trainees

This page applies to Time2Track institutional administrators.

You can view and monitor trainees who have linked their accounts to your program. You can also run trainee progress reports.

View Trainee Details

Your trainees are listed on the Students tab. Your trainees' status, which is listed here as well, refers to their account status:

  • Active: the trainee has a paid Time2Track subscription, using their credit card or your program's authorization key.
  • Expired: the trainee's Time2Track subscription has ended.
  • Pending: the trainee is using a free trial of Time2Track.

If you offered an authorization key to a trainee and they haven't applied it to their account, they can be listed in the Pending status. Direct them to the Time2Track Trainee help center for more information on activating their account with an authorization key.

  1. Click Students.
  2. Click List.
  3. Use the filter options to narrow your list of trainees, if needed.
  4. Under the Name column, click the trainee's name.
  5. Select the trainee overview or a report type. See definitions below.
  6. Under Date Range, limit your report to include activities within a certain date range.
  7. Under Level, select the level for the desired activities.
  8. Under Placement, select the trainee's placements.
  9. Under setting, select a treatment setting.
  10. If you select Consolidate Custom Types, then the trainee's custom activity types are combined with the associated, standard activity types. If you don't select this, then the trainee's custom activity type data is listed separately from the associated, standard activity types.
  11. If you select Approved Hours Only, then your report is limited to only activities approved by you, the supervisor.
  12. Click Filter, if needed.
  13. Click Print Signature Page to print the report details.


This page includes your trainee's details, including their Time2Track registration and expiration date, earliest activity, most recent activity, number of activities, and cumulative hours. You can also enter or update your trainee's cohort.

Activity Summary Report

This report includes a detailed view of all your trainee's activities, including graphs for their hours based on time, domain, treatment setting, placement, and type.

Demographic Summary Report

This report includes a detailed summary of the different client populations your trainees have worked with, including charts based on client age, gender, sexual orientation, race/ethnicity, and disabilities. The total number of clients by type are also listed.

Combined Summary Report

This report combines parts of the Activity Summary and Demographic Summary reports. The client demographic data and activity hours by type are listed.

Activity Details Report

This report lists all your trainee's activities, with activity and treatment setting totals. Note that the filter options for the Activity Details report differ from the other report types.

Run Trainee Reports

You can extract your trainee information as a CSV file.

  1. Click Students.
  2. Click List.
  3. Use the filter options to narrow your list of trainees, if needed.
  4. Click Download CSV.

​​​​​​View Trainee Hours

You can also view the overall total hours for your trainees.

  1. Click Students.
  2. Click Hours.
  3. Use the filter options to narrow your list of trainees, if needed.
    • If you select All under the Program drop-down, the trainee's total hours are listed.
    • If you select a program under the Program drop-down, the trainee's program-specific hours are listed, as well as their total hours.


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