Overview

In addition to our standard track features Experiential Learning Cloud has some advanced features which you can choose to apply to your program's time track(s) for more robust data collection. 

Track Hours with Additional Characteristics Using Flavors

Flavors let students tag timesheet entries with extra details, such as modality, setting, or grade level. They can be optional or required, and tied to specific activities. When required, students must select a flavor each time they log hours.

Creating Flavors
Only Experiential Learning Cloud’s services team can create flavors. To request one, include:

• Flavor name

• List of options

• Whether it's required

• If multi-select is allowed

• Activities it should apply to

Flavors in Reports
Flavors appear in the #514 Track Hours Log and APPIC001 reports, showing the total hours linked to each selected option (e.g., “Modality” or “Location”).

 

Track Occurrences with Flavors

To track how often students work with specific characteristics (e.g., subject, age group, culture), occurrence tracking can be enabled on your time tracks.

For example, when logging "Classroom Teaching" hours, students might select a flavor like grade level. With occurrences enabled, they can also count how many times they worked with each grade level. These counts accumulate and appear in time reports.

Occurrences in the #514 Report

The #514 report shows the total number of occurrences for each flavor a student logs. For example, it displays how many times a student selected each "Grade Level" while tracking "Classroom Teaching" hours.

Best Practice:  If using flavors, assign the #514 Track Hours Log (or APPIC report for PsyD programs) to ensure students can view flavor data in their reports.

NOTE: Required flavors disable the quick-add time feature for students.

Experiences: Track Hours by Client Demographics
Experiences let students link timesheet entries to de-identified client profiles with defined attributes (e.g., demographics). This allows tracking and reporting of hours by demographic category.

How to Create an Experience

1. Go to Program Setup > Customization, then the Timesheets tab.

2. Click Time Experiences, then (+) to create a new experience.

3. Name the experience (e.g., "Clients").

4. Click (+) in the bottom right to add criteria.

5. First, add Client Type (required, allow grouping).

   • Add options (e.g., individual, group, couple, family).

   • For groups, check Is a group.

6. Add additional criteria (e.g., Age, Disabilities, Gender, Race/Ethnicity, Sexual Orientation).

   • Set as required/optional and allow multi-select as needed.

   • Do not check Allow Grouping for any criteria except Client Type.

7. Use the track dropdown to select a track and assign relevant activities.

8. Click OK to save.

How Experiences Show up in Reports: 

Experiences are displayed in the #514 Track Hours Log and the APPIC001 report as a total accumulation of the number of clients from each demographic group, as well as the number of hours logged with a client representing each demographic group. 

BEST PRACTICE: If you have chosen to enable experiences for your program's time track(s), be sure to assign the #514 Track Hours Log or the APPIC report (if you are a PsyD program) in your students' report assignments.

 

NOTE: Experiences are always required, so students will not be able to quick-add time if experiences are enabled.

Assessments

Allow students to track assessments performed with clients to enrich their time reporting insights. (APPIC only)

How to Create a List of Assessments: 

1. Go to the Program Setup | Customization environment
2. Go to the Timesheets tab
3. Click Assessments at the top of the screen
4. Click (+) to add new assessments 
5. Enter the assessment's name in the name field 

How Assessments Show up in Reports: 

Assessments are displayed in the APPIC001 report as a total accumulation of the number of times each assessment was administered. 

NOTE: Assessments only appear on the APPIC001 report, available to PsyD programs using the APPIC time track. Be sure to assign this report to your students.

Tags

Allow students to track additional characteristics about a time entry. Pull reports on timesheet tags at individual or program-wide levels to see percentages of tagged hours logged.

Tags are automatically enabled in students' timesheet entries. If you would like students to tag their hours with specific characteristics, you can create a list of timesheet tags. 

How to Create Timesheet Tags: 

1. Go to the Program Setup | Customization environment
2. Go to the Tags tab
3. Click (+) to add new tags
4. Give the tag a name that students will understand 
5. Give the tag a color 
6. Click the small (+) to add the tag to a table 
7. Select time_time (A timesheet) from the dropdown menu
8. If you would like to limit the tag to certain tracks or activities: 
   1. Click the Activities tab 
   2. Select the time track you would like to apply this tag to
   3. Select the activities within the track to which this tag will be applicable  
      • If you do not select certain tracks or activities for this tag, it will be available for all students across your university's Experiential Learning Cloud database when tracking time. 
9. Repeat steps 3-8 for any additional tags 

How Timesheet Tags Work

Timesheet tags will be available to students as pre-selects in their timesheets workspace, allowing them to select any relevant tag(s) prior to logging timesheet entries. Selected tags will be applied to all timesheet entries until students remove the pre-select. Alternatively, students can tag timesheet entries on an individual basis by clicking on an individual entry and adding tags to it.

How Timesheet Tags Show up in Reports: 

#525 – Student Hours by Tag Report
This report shows total hours and the percentage of time students logged with each tag. It allows administrators to view all students' tagged hours in one place.

NOTE: The #525 report is best run by program administrators for the whole program. Since it’s not a signable PDF, it can’t be assigned to students. Use reports #501, #502, #514, or #522 for student report assignments.

 

Reference Guide (Cheat Sheet)

Flavors	Occurrences	Experiences	Assessments	Tags
You want students to be able to apply a single-select variable from a set list of options when logging time.	You want students to be able to track the number of times an activity or function was performed, distinct from the overall time spent.	You need students to log a set of criteria per time entry. Typically these criteria help to describe a client the student worked with when accruing the hours.	You need students to identify any assessments they performed while working with clients.	You need students to tag timesheet entries with specific criteria.
You want students to see how many hours they logged in relation to each option.		You want students to see how many total hours they logged with each different demographic option.	You are a PsyD program using an APPIC time track and the APPIC001 report.	You need to pull program-wide reports on the percentage of hours logged with a given tag.