Frequent Questions from Organizations

Account Requirement: Institutional Administrator

IN THIS ARTICLE

My trainees don't see the Approvals tab.

My trainee's supervisor has not received their invitation.

How do I change the email address for a Supervisor?

How do I resend a Supervisor invitation?

How do I make Courses, Training Sites, or Supervisors inactive?

How do I find my program's authorization key and see how many unused licenses are remaining?

How can I see a trainee's expiration date for their Time2Track account?

How do I set up an Internship Course?

How do I send forms to students/supervisors to complete?

Why hasn't a recipient received a form yet?

My trainees don't see the Approvals tab.

Once you've finished setting up Online Approval for your students/trainees, you need to activate the feature for them to use.  Click the gear icon in the top right corner of your Time2Track account, then select Profile. Check the box next to Supervisor Approvals labeled Enabled for Students, then click Save.

Click here for the walkthrough video »


My trainee's supervisor has not received their invitation.

Time2Track supervisor invitations are sent automatically, and sometimes email clients can block these types of emails or mark them as "spam".  

First, have the supervisor check his or her spam or junk folder for the invitation email.  If the invitation is not there, double check that you have the correct email address for the supervisor entered in Time2Track.  If not, change their email address and resend the invitation.  DO NOT create a separate supervisor account for them.

If they're still stuck, have them ask their organization's IT department to allow emails from Time2Track.com to be delivered, then resend the invitation.


How do I change the email address for a Supervisor?

If a supervisor has not yet activated their Time2Track account, you can update their information. Go to Training, then Supervisors, and click the supervisor's name.  Change their email, then click Save and Resend Invitation.  This will resend the supervisor invitation email to the new email address.  

If a supervisor has already activated their account (meaning they clicked the link in the invitation email and completed their account setup), you will not be able to edit their information.


How do I resend a Supervisor invitation?

Go to Training, then Supervisors, and click the supervisor's name.  This is also a good chance to double check that the supervisor's email address has been entered correctly.  Then click Save and Resend Invitation.  


How do I make Courses, Training Sites, or Supervisors inactive?

If your program is no longer working with a specific training site or supervisor, you can change their status in Time2Track to "inactive".  This will prevent future trainees from selecting these options when setting up placements, but will not affect current and past trainees.  

Go to Training, then Supervisors, and click the supervisor's name.  Change their status to Inactive, then click Save.  


How do I find my program's authorization key and see how many unused licenses are remaining?

You can view your program's current authorization key and the number of unused licenses in your Time2Track account.  Just go to Accounts and you'll be able to view this information.  Need to purchase additional licenses? Contact us!


How can I see a trainee's expiration date for their Time2Track account?

Go to Students, then List to view your trainees list.  Click on a trainee's name (or use the search/filtering options to find them) and you'll be able to see information about the trainee's account, including the expiration date and other helpful information.


How do I set up an Internship Course?

Time2Track allows trainees to track their hours for each level of their experience, making reporting simple and easy.  When setting up your program's courses, remember to select the appropriate level for each course. For example:

  • Masters practicum courses should have a level of Masters. Masters internship courses should have the level of Internship.
  • Doctoral practicum courses should have the level of Doctoral. Doctoral internship courses should have the level of Internship.

Why hasn't a recipient received a form yet?

Chances are the recipient before them saved the form instead of completing their step. Since the form is still in the account of the previous recipient, that person just needs to go to Forms in their account and click "Continue Form" beside the form that needs to be completed on their end.  When the form opens, they will see the option at the bottom of the page to complete their step.

When they've completed the form from their end, this message will display on their screen to ensure that they're finished with the form.