Quick Start Guide and FAQs for Trainees with Group Subscriptions

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This guide is designed for trainees who are required by their academic program or training site to use Time2Track and who have been given an authorization key or have been instructed to purchase their own subscription. The guide outlines the key steps you need to complete to accurately set up your Time2Track account. We recommend you bookmark this page for future reference. If you have any questions or need technical support or assistance, contact customer service.

Review the video below for a quick overview of Time2Track and why you're required to track your activities. You can use the menu to skip to specific topics.

Step	Action	Notes/Considerations	Subscription Type
1	Create your Group Account as a new user (i.e., you have never used Time2Track) or an existing user (i.e., you have used or are using a Time2Track subscription)	You can create a Time2Track account in either the mobile or web apps. If your program is paying for your subscription, you'll need to use the program authorization key that was provided to you. If you're paying for your own subscription, you'll submit payment when you set up your account. If you've previously used Time2Track, follow the instructions for existing accounts; if you forgot your password, you can reset it.	All subscriptions
2	Configure Your Placement(s)	You must set up a placement before you log any activities. Placements tell Time2Track where to route your activities for approval and your forms and evaluations for completion.	Gold subscriptions Platinum subscriptions
3	Log Your Activities	Activities provide the details of your day-to-day experiences. Watch this video for a summary of how to log activities.	All subscriptions
4	Submit Activities for Approval	If your institution requires your activities to be approved, you'll need to submit them to your supervisor(s). You can check the approval status of your activities at any time.	Gold subscriptions Platinum subscriptions
5	Complete or Send Forms and Evaluations	Your program may ask you to initiate or complete forms and evaluations in Time2Track. Form workflows can be initiated in two ways: Forms can be sent by the institutional administrator. In this case, you'll receive an email alerting you that a form needs to be completed. Institutional administrators can attach forms to placements. In this case, you are responsible for initiating the workflow. Check with your program for details about how they use the forms and evaluations feature.	Platinum subscriptions
6	Review Time2Track Features: Configure Clients Track Assessments Treatment Settings Custom Activity Types Tags Backlog Hours Reports	Time2Track has many features that make it easy for you to track the required components of your activities. We recommend you familiarize yourself with each of these features to ensure you meet your program's tracking expectations.	All subscriptions
7	Download the Mobile App	Visit the iPhone App Store or Google Play to download the app.	All subscriptions

Frequently Asked Questions (FAQs)

Account	Log Your Activities	Submit Activities and Forms for Approval
I no longer have access to my old email address and can't change my Time2Track password. Contact the customer service team and we can help you access your account. What happens when my account expires? Time2Track never deletes data. If your account expires, you can still access and print your activities, but you can't add or edit any information. You can renew your account at any time. How do I switch from a group account to an individual account? Under Settings, click Profile to change your account type. Select No for the Is your academic program, training site or work place requiring you to use Time2Track? question, and then complete the remaining fields. Review the Best Practices for Professional and Postgraduate Hours guide for more information. How do I switch from an individual account to a group account? Under Settings, click Profile to change your account type. Select Yes for the Is your academic program, training site or work place requiring you to use Time2Track? question, and then complete the remaining fields. Why can't I add an authorization key to my existing account? Your account type must be correct for the authorization key to work. Additionally, you can only add authorization keys in the web app. Review Update an Existing Account to learn how to change your account type and add an authorization key. Additionally, be sure that there are no spaces before or after the key, and that you haven't previously used the same key (keys can only be used once).	How do I track my training site and supervisor in Time2Track? If your program uses Online Approval, create a placement for each training site and link the activities to the applicable placement. If your program doesn't use Online Approval, create custom treatment settings to track each training site and supervisor. Then link the activities to the applicable treatment setting. I have two (or more) placements this semester. How do I separate the activities in Time2Track? If your program uses Online Approval, create a placement for each training site and link the activities to the applicable placement. If your program doesn't use Online Approval, create custom treatment settings to track each training site and supervisor. Then link the activities to the applicable treatment setting. I can't find my training site or supervisor on the list when adding a placement. The training sites and supervisors are added by your program. If you can't find a training site or supervisor when creating a placement, contact your training director to have them added. Activities in my placements aren't adding up correctly. How do I find the problem and fix it? Typically this means that your activities aren't linked to the correct placement, level, or treatment setting. Review your activities under the Activities section, List view, or run the Activity Details report. Edit the activities individually or in batch to make any corrections. How do I know which activity type to select? 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 program administrator, training director, or supervisor for guidance. Note that your program can create custom activity types for you to select. If necessary, you can also create your own custom activity type.	My supervisor can't see my activities. First, make sure the correct supervisor is linked to your activities. Next, submit your activities to your supervisor using Online Approval; they can't see your activities until you do this. My supervisor hasn't received my form or evaluation. First, confirm that the form was sent and the preceding user in the form workflow completed their steps. If your supervisor still can't see the form, then contact your institutional administrator to confirm that the form workflow was set up correctly. Why is the form requiring me to complete a section that's assigned to another user? If you're required to complete a section of a form that looks like it should be completed by another user, it may be related to how the institutional administrator assigned the form workflow. Contact customer service so they can review the form workflow and confirm the issue.

Account

Log Your Activities

Submit Activities and Forms for Approval

I no longer have access to my old email address and can't change my Time2Track password.: Contact the customer service team and we can help you access your account.

What happens when my account expires?: Time2Track never deletes data. If your account expires, you can still access and print your activities, but you can't add or edit any information. You can renew your account at any time.

How do I switch from a group account to an individual account?: Under Settings, click Profile to change your account type. Select No for the Is your academic program, training site or work place requiring you to use Time2Track? question, and then complete the remaining fields. Review the Best Practices for Professional and Postgraduate Hours guide for more information.

How do I switch from an individual account to a group account?: Under Settings, click Profile to change your account type. Select Yes for the Is your academic program, training site or work place requiring you to use Time2Track? question, and then complete the remaining fields.

Why can't I add an authorization key to my existing account?

Your account type must be correct for the authorization key to work. Additionally, you can only add authorization keys in the web app. Review Update an Existing Account to learn how to change your account type and add an authorization key.

Additionally, be sure that there are no spaces before or after the key, and that you haven't previously used the same key (keys can only be used once).

How do I track my training site and supervisor in Time2Track?

If your program uses Online Approval, create a placement for each training site and link the activities to the applicable placement.

If your program doesn't use Online Approval, create custom treatment settings to track each training site and supervisor. Then link the activities to the applicable treatment setting.

I have two (or more) placements this semester. How do I separate the activities in Time2Track?

If your program uses Online Approval, create a placement for each training site and link the activities to the applicable placement.

If your program doesn't use Online Approval, create custom treatment settings to track each training site and supervisor. Then link the activities to the applicable treatment setting.

I can't find my training site or supervisor on the list when adding a placement.: The training sites and supervisors are added by your program. If you can't find a training site or supervisor when creating a placement, contact your training director to have them added.

Activities in my placements aren't adding up correctly. How do I find the problem and fix it?: Typically this means that your activities aren't linked to the correct placement, level, or treatment setting. Review your activities under the Activities section, List view, or run the Activity Details report. Edit the activities individually or in batch to make any corrections.

How do I know which activity type to select?: 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 program administrator, training director, or supervisor for guidance. Note that your program can create custom activity types for you to select. If necessary, you can also create your own custom activity type.

My supervisor can't see my activities.: First, make sure the correct supervisor is linked to your activities. Next, submit your activities to your supervisor using Online Approval; they can't see your activities until you do this.

My supervisor hasn't received my form or evaluation.: First, confirm that the form was sent and the preceding user in the form workflow completed their steps. If your supervisor still can't see the form, then contact your institutional administrator to confirm that the form workflow was set up correctly.

Why is the form requiring me to complete a section that's assigned to another user?: If you're required to complete a section of a form that looks like it should be completed by another user, it may be related to how the institutional administrator assigned the form workflow. Contact customer service so they can review the form workflow and confirm the issue.