Backlogging Hours

Account Requirement: Individual

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Backlog Hours

Import MyPsychTrack Hours

Add Baseline Hours

Backlogging Hours

When you begin using Time2Track, you may have several past years of data to enter.  Time2Track has several different ways to backlog your hours.  Learn more below about these options and choose one or a combination that works best for your situation.

Backlogging Activities by Activity Type

If your previously accrued hours are totaled by activity type, you can  log an activity for the total number of hours as follows.

If you have  clients  who attended groups and you  want  those clients to be included in demographics, you would need to add those individual as clients and assign them to the groups where they attended.

Logging Total Hours by Clients 

Before you get started logging hours, you will want to create a Custom Treatment Setting called "Backlogged Hours."  This setting will help you identify your hours when it's added to your activity.  Go  here for instructions on how to create a Custom Treatment Setting.

To log a total number of previously accrued hours for a client, you will need to add your client. Follow instructions  here for adding a client. 

Here are some examples of hours for a client by activity type:

ACTIVITY TYPE CLIENT CODE TOTAL # HOURS
Individual Therapy ICLT01 10 hours
Individual Therapy ICLT02 8 hours
Couples Therapy CCLT01 12 hours
Couples Therapy CCLT02 16 hours
Family Therapy FCLT01 8 hours
Family Therapy FCLT02 6 hours
Group Therapy GCLT01 10 hours
Group Therapy GCLT02 12 hours
Supervision 75 hours
Support
200 hours

Make sure that you date your activities with a date that is prior to when you started using Time2Track so that your backlogged hours are not included  with  your current hour totals when reporting by date range.

You can log all of your other hours that don't require a client as single activities with the total number of hours.

When you have finished adding your activities, you will have a total number of hours for each activity type. Your client demographics will be updated for the clients you added to Time2Track and included in an activity. 

Note: A separate activity will need to be added for each client with a specific activity type.

Logging Total Hours with No Client Detail

If you have your previously accrued hours totaled by activity type but not by client, you can add them as a single activity for each type with the total number of hours.  

Before you get started logging hours, you will want to create a Custom Treatment Setting called "Backlogged Hours."  This setting will help you identify your hours when it's added to your activity.  Go  here for instructions on how to create a Custom Treatment Setting.

Some activity types require a client, so you will need to create a generic client to represent each client type. Go  here for instructions on adding clients. Only include the required information for the generic clients.

Here are some examples of client codes you could use to set up a generic client to select when adding your activity. We suggest using client codes to make it obvious that they represent a generic client.

CLIENT TYPE CLIENT CODE
Individual INDIV
Couple COUPLE
Group GROUP
Family FAMILY

Make sure that you date your activities with a date that is prior to when you started using Time2Track so that your backlogged hours are not included  with  your current hour totals when reporting by date range.

When you have finished adding your activities, you will have a total number of hours for each activity type in your Time2Track account (not detailed hours).

Note: Using this method will not provide the demographic data that you will see in several of the Time2Track reports. Of course, the generic clients you created will be counted since they were used in some of the activities. Time2Track only tracks the total number of different clients so your demographic totals should just be a count of 1 for each client type you used when adding the activities.  If you need detail demographic information for previous accrued hours, you will need to maintain that outside of Time2Track. Otherwise, use the previous method "Logging Total Hours by Clients" to include the demographic detail of your client data in Time2Track.

Backlogging Detailed Activities

Backlogging detailed activities is the same as logging current activities.  The only difference is you will date the backlogged hours on the date the activities took place.  Go  here and follow the instructions for logging an activity.  

If you've kept detailed records of your past activities that took place on a regular schedule (weekly, daily or monthly) for a given period of time, you can take advantage of our recurring activity feature. You can follow the instructions  here for adding a recurring activity.  Make sure the date for the activity being added is the first date in the series of recurring activities. Make sure you confirm the activities added through the recurring option.

Import MyPsychTrack Hours

MyPsychTrack no longer provides the Excel export of your hours needed to use the MyPsychTrack import program. You will need to use one of the other methods of getting your hours into Time2Track. 

If you have an excel file from the previous version of MyPsychTrack, proceed to the instructions on how to use it to import your hours.

This feature allows you to import your hours previously entered in MyPsychTrack.com directly into Time2Track.  

Learn how to import hours from MyPsychTrack »


Add Baseline Hours

Baseline Hours are useful for Doctoral Psychology students who need to include previously logged hours in their AAPI View Report only.  The AAPI View report is used to complete the APPIC Application for Psychology Internships (AAPI).  Baseline hours will not be included in other Time2Track reports.  If you need your hours to be included in all reports, you should log those activities/hours into Time2Track using one of the methods below.

Learn how to add baseline hours »

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