IN THIS ARTICLE
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.
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
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.
|CLIENT TYPE||CLIENT CODE|
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.