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Log Your Activities

This page applies to Time2Track trainees.

You can use the Activities section to log your clinical training and work experiences. You can track many details about your experiences, including information about the clients and assessments. Time2Track automatically populates some of the fields based on your previous activity entries, though you can change all fields at any time.

The Activities section has two views: Calendar and List.

Calendar View

In the left section, any activities recorded for the date selected are listed, along with total hours for that day. On the right, you can select a monthly calendar view or a weekly agenda view, along with the total hours for that month or week. Click the arrow icons to toggle to additional months and weeks, or click Today to jump to the current date.

Recorded activities have designated icons to identify their status:

  • Solid circle with a checkmark: you have completed the activities for this day but the activities haven't been approved yet.
  • Circle outline with a checkmark: you have scheduled activities for this day but you haven't marked them as completed yet (typically for backlogged, recurring activities).
  • Arrows in a circle: you have scheduled activities for this day that haven't occurred yet (typically for recurring activities in future dates).

List View

You can use advanced filtering features in the List view, as well as perform bulk updates.

Add an Activity

  1. Click Activities.
  2. Click Add a New Activity.
  3. Select your level. This can help you separate hours earned during a masters program, doctoral program, or after graduation.
  4. Select the date your activity occurred.
  5. If using Online Approval, select your placement and supervisor. You can also create a new placement by clicking Add a Placement. If you have more than one supervisor at your placement, select your preferred supervisor.
  6. Select your treatment setting. Any custom treatment settings are listed under My Treatment Settings.
  7. Select your activity type. Any custom activity types are listed under the standard activity type they are linked to.
  8. Select your client or click Add a Client to create a new client.
  9. Enter your hours. If you select Hours, enter your hours in decimal format (e.g., 15 minutes is 0.25, 30 minutes is 0.5, etc.) or analog format (e.g., 1:30 is one and a half hours). If you select Time, enter the start and end times, including AM and PM.
  10. Select or enter tags.
  11. Under Notes, enter additional information for your supervisors and faculty advisors. Do not include identifying personal information, such as names, birthdays, social security numbers, etc.
  12. Under Assessments, type and select any assessments you administered during the activity or create your own by entering a unique assessment name. Click Add Another Assessment for additional assessments. Enter the number of assessments you performed for each type:
    • Administered: assessments you administered and scored in a clinical situation with a client or patient.
    • Report: assessments you administered and wrote a report for, integrating data from each measure.
    • Research: assessments you administered as part of a research project.
  13. Under Schedule as Recurring, select how often this activity occurred or will occur. Enter an end date as well.
  14. Click Add or Add & Enter Another to add additional activities.

Add a Recurring Activity

You can add recurring activities that occur on a regular schedule and have the same activity details. You only need to enter the activity once and Time2Track automatically adds the activities for future dates based on the schedule you set. To add a recurring activity, follow the steps above under Add an Activity. Be sure to select the first date your activity occurred. This is especially important if you are backlogging hours.

Depending on the date range of the activity, your recurring activities will be set as:

  • Scheduled: activities set for a future date.
  • Unconfirmed: actives set for the current or past dates. This typically appears for backlogged hours, where the scheduled date has already passed.

If you have unconfirmed activity hours, they will not be included in your hour or activity totals until they have been approved and marked as Confirmed.

Choose an Activity Type

When entering activities, you must select an activity type. Available activity types are dependent on your level and program. Consider the duties you performed and choose the category that you think best fits the experience. Your activity's individual job description and responsibilities should determine the category you select. You can also contact your training director and supervisor for guidance. Note that your program can create custom activity types for you to select from. If necessary, you can also create your own custom activity type.

Edit an Activity

Once you create an activity, you can return to make edits. You can do this both individually and in a batch. These steps apply for both single-occurrence and recurring activities. Note that if your activities have already been approved, you must resubmit them for approval after any edits are made.

Edit Activities Individually

  1. Click Activities.
  2. Under the Type column, click the activity name.
  3. Update the activity details.
  4. Click Save.

Edit Activities in Batch

You can update up to 25 activities in a batch each time. If you have more than 25 activities, note that your changes are limited to the activities displayed on each page.

  1. Click Activities.
  2. Click List.
  3. If necessary, click Advanced Filters to narrow your results, then click Filter.
  4. Click the checkboxes for the activities you want to update in a batch. Click the checkbox next to Status to select all activities.
  5. Under the Choose bulk action... drop-down, select the change you want to make. Note that all selected activities must have the same configuration for the change you want to make (e.g., if you select Change supervisor, all selected activities must have the same, existing supervisor).
  6. Select the new change from the drop-downs.
  7. Click Update.

Once you finish updating your activities, click Clear to remove any filters.

Delete an Activity

If necessary, you can delete activities individually and in a batch. Note that you cannot undo this action. These steps apply for both single-occurrence and recurring activities.

If you need to record activities for another level of training (e.g., Internship or Postgraduate), don't delete your existing activities. Instead, add new or edit existing activities and select the new level.

Delete Activities Individually

  1. Click Activities.
  2. Click the trash icon.
  3. Click Delete this activity.

Delete Activities in Batch

You can delete up to 25 activities in a batch each time. If you have more than 25 activities, note that your changes are limited to the activities displayed on each page.

  1. Click Activities.
  2. Click List.
  3. If necessary, click Advanced Filters to narrow your results, then click Filter.
  4. Click the checkboxes for the activities you want to delete in batch. You can also click the checkbox next to Status to select all activities.
  5. Under the Choose bulk action... drop-down, select Delete.
  6. Click Yes, Delete.

Delete Future Occurrences of Recurring Activities

If you create a recurring activity, you can remove future occurrences. Note that you cannot undo this action.

  1. Click Activities.
  2. Locate the activity's scheduled date(s) of occurrence in the calendar.
  3. Click the trash icon.
  4. Click Delete this activity to delete that specific date or Delete this and all future activities to delete that specific date and all future scheduled dates of occurrence.

Confirm a Recurring Activity

If you backlogged recurring activities or scheduled activities have already occurred, you can confirm the occurrences so that all instances of the activity are recorded. This can be done individually and in batch. You must confirm each occurrence of an activity before you can submit it for approval.

Confirm Activities Individually

  1. Click Activities.
  2. Locate the activity's scheduled date(s) of occurrence in the calendar.
  3. Click the check icon.

Confirm Activities in Batch

You can update up to 25 activities in a batch each time. If you have more than 25 activities, note that your changes are limited to the activities displayed on each page.

  1. Click Activities.
  2. Click List.
  3. Select Unconfirmed from the Status filter.
  4. If necessary, click Advanced Filters to further narrow your results, then click Filter.
  5. Click the checkboxes for the activities you want to confirm in batch. You can also click the checkbox next to Status to select all activities.
  6. Under the Choose bulk action... drop-down, select Confirm.
  7. Click Yes, Confirm.

Once you finish confirming your activities, click Clear to remove any filters.

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