Backlogging Hours

Account Requirement: Individual

IN THIS ARTICLE

Backlogging Hours

Total Hours By Activity Type

Total Hours By Client

Total Hours with No Client Detail

Detailed Hours

Backlogging Hours

When you begin using Time2Track, you may have past years of data that you would like to keep track of in your account.  Select one or a combination of ways listed below to backlog hours that you have accrued up to this point.  

Before you get started backlogging your hours, you will want to create a Custom Treatment Setting called "Backlogged Hours."  This custom setting will help you identify your hours when it is selected for an activity.   

Remember, when backlogging hours, make sure the date of your activities is prior to when you started using Time2Track.  This will prevent your backlogged hours from being included with your current hour totals when reporting by date range. 

Backlogging Total Hours

By Activity Type: 

If your previously accrued hours are totaled by activity type, you will add an activity for the total number of hours for each activity type.  

By Client: 

To log a total number of previously accrued hours for a client, you will first need to add a client to your account.  If you have clients who attended groups and you want those clients to be included in demographics, you will need to add the client first and then create a group that you will assign them to.  A will want to add a separate activity for each client with a specific activity type.

Example of Backlog Hours Added 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

Logging Total Hours with No Client Detail: 

If you do not have client details for your previously accrued hours, you can add a single activity with the total number of hours for each activity type.  Since there are some activity types that require a client to be added, you will need to create a generic client to represent each client type. See the chart below for examples of the different client types and codes you could use to set up a generic client.  We suggest using client codes to make it obvious that they're representing a generic client.   

Note: Using this method will  not provide the demographic data that you will see in several of the Time2Track reports. However, 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 previously 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.
CLIENT TYPE CLIENT CODE
Individual INDIV
Couple COUPLE
Group GROUP
Family FAMILY


Backlogging Detailed Activities

Backlogging detailed activities is the same as logging current activities   The only difference is you will date the backlogged hours with the date the activities took place.

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.  Make sure the date for the activity being added is the first date in the series of recurring activities.  Also, make sure you confirm the activities added through the recurring option.