Online Forms Basics
IN THIS ARTICLE
What is "Online Forms"?
Online Forms is an add-on Time2Track feature that allows organizations to send forms to trainees and supervisors electronically through Time2Track. Supervisors and trainees complete the forms online, and the data is automatically entered into a database which can be exported at any time. No paper and no manual data entry required.
Online Forms is an add-on Time2Track feature. Contact us to add Online Forms to your program's Time2Track account.
Set Up Online Forms
Setting up Online Forms is a breeze.
You'll work with a Time2Track representative to get your program's forms into Time2Track. Once they're uploaded, you'll see the Forms tab appear in your Time2Track Institutional account.
You can go to Forms then Documents to see a list of your forms.
Click the name of a Document to preview it.
If your forms appear correctly, you can begin sending them to trainees and supervisors. If any changes are needed, email your Time2Track representative or contact us.
Once your documents are uploaded into Time2Track, you're ready to start sending them to trainees and supervisors.
Once forms are sent, you can track their status as they are completed by their recipient(s). To check the status of a form, click the paper icon next to a placement listing in the Forms tab.
Sent - Form has been sent to the first recipient.
In Progress - The recipient (or first recipient for multi-respondent workflow forms) has started filling out the form and has saved their progress.
In Review - The first recipient (multi-respondent workflow forms only) has completed their portion of the form and has submitted it to the second recipient.
Submitted - The final recipient has submitted the form and it is now available for you to view.
Approved/Complete - You (or another administrator at your program) have approved the form and it is now locked (recipients cannot unsubmit and edit).
View & Approve a Form
After a form status has changed to Submitted, you're able to view and approve it. Click the paper icon next to a placement listing in the Forms tab, then click View. Here, you can review the form responses by all parties and choose to print a copy if necessary by clicking Print. Click Approve to lock the form and prevent future changes (you can unapprove it later if needed, which will allow the recipient(s) to unsubmit and edit the form).
Resend a Form
To resend a form, click the paper icon next to a placement listing in the Forms tab. Click the Resend button, which will send another email to the recipient reminding them of their pending form.
Delete a Form
If a recipient has not started completing a form yet, you can delete it. Click the paper icon next to a placement listing in the Forms tab. Click the X button to delete the form.
Setting up Course Forms will allow you to attach a form or forms to a specific course so that they are either automatically sent to the recipient or available for trainees to complete or send later.
To attach your forms to a course, follow these steps:
- Required - Select this option if the form is required for the course and must be initiated by the student when the form is to be completed.
- Optional - Select this option if the form may be needed for a course but is not required. This form must be initiated by the student to begin the process of completing the document
- Send on placement creation - Select this option to automatically send the form to the recipient when a placement is created by the student.
Forms will only be sent for any new placements created in the future.
Marking a Placement as Complete
When forms are enabled for a course, that course will be added to the student's "Placement Forms" for any placement that has the course attached to it. If you want to prevent students from being able to fill out or send forms for old placements, you can mark the placement as complete.
To mark a placement as complete, follow these steps: