Skip to main content
Liaison

Send Forms and Evaluations

This page applies to Time2Track institutional administrators.

Sending Forms and Evaluations

Once you create and activate your forms, you can send them to trainees, supervisors, and faculty members. The recipient who completes the form first will receive an email with a direct link to the form. Additionally, they can access forms in their accounts under the Forms section. You can initiate form delivery in three ways:

  • Administrator Delivery
  • Delivery Upon Placement Creation
  • Student Initiation

Send Forms to Recipients via Administrator Delivery

If you choose to send forms via administrator delivery, you must select your trainees and manually initiate the distribution of the form each time. This can be done individually or in batch. 

  1. Click Forms.
  2. Click Submissions. If trainees have created placements or submitted hours for approval, they are listed here.
  3. Use the filter options to narrow your list of results, if needed.
  4. Click the checkboxes for the placements you want to send forms to. Click the checkbox next to Course to select all placements. Note that your selections are limited to the placements displayed on each page.
  5. Under the Choose bulk action... drop-down, select Send Submission.
  6. Under Batch name, enter a name for the group of forms you are sending (e.g., Spring 2019 Final Evaluations). You can also select from a list of previously created batches.
    • Note: a batch name is a way to name and organize the delivery of forms and evaluations. Each time you use the administrative delivery to send forms or evaluations, you need to create a new batch name or use an existing one. Batch names can be powerful reporting criteria when running reports, reviewing form data, etc., so it’s important to think about how you might want to group form and evaluation data.
  7. Under Description, enter a description of the form submission, if needed.
  8. Under Recipient Type, select which recipient receives the form first.
  9. Under Document Name, select your form. The forms that appear here depend on the workflow you set up when creating the forms. For example, if you select Student for the recipient type, only the forms that have a workflow that starts with the trainee appear here.
  10. Click Send.

Send Forms to Recipients upon Placement Creation

If you choose to send forms upon placement creation, you must link a form to the course first. Then when trainees create the placement that includes the specific course, the form is automatically distributed to the applicable recipients. Forms are only sent when a new placement is created.

  1. Click Training.
  2. Click Courses.
  3. Use the filter options to narrow your list of results, if needed.
  4. Under the Name column, click the course name.
  5. Select which forms are enabled for the course. Only the active version of the form is used.
  6. Under the Send Type drop-down, select Send on placement creation. The form is automatically sent to the recipient once the trainee creates a placement and links it to this course.
  7. Click Save.

Send Forms to Recipients via Student Initiation

If you choose to send forms via student initiation, you must link a form to the course first. Then when trainees create the placement with that course, they can manually initiate the distribution of the form at any time during the placement.

Note that any time you link forms to courses, the trainee can access the forms under the Course Forms section. 

  1. Click Training.
  2. Click Courses.
  3. Use the filter options to narrow your list of results, if needed.
  4. Under the Name column, click the course name.
  5. Select which forms are enabled for the course. Only the active version of the form is used.
  6. Under the Send Type drop-down, select how and when you want this form sent.
    • Required: the form is required for the course. The trainee must initiate and complete the form first.
    • Optional: the form is optional for the course. The trainee must initiate and complete the form first.
  7. Click Save.
  • Was this article helpful?