Overview:

A time track allows you to track the time spent and activities performed in your field experience placement.

Your program will have designed a time track for you, so all you need to do is enter your time in the format provided and watch your progress toward meeting program requirements. 

Step 1: Begin a Track or Add a Track 

The first step in adding time in Experiential Learning Cloud is to add your track. A track in Experiential Learning Cloud is a set of activities and requirements created by your school in Experiential Learning Cloud that you can select from when entering your time. While you are a student, tracks should be assigned to you and automatically added to your timesheets workspace by your program administrators. 

If you have not been assigned a track, you can add one manually.

Step 2: Confirm Your Pre-Selects

At the top of your screen in your timesheets workspace, you will see pre-Selects identifying

• your time track
• program
• site
• supervisor,
• tags

Pre-selects set the context for your time entry, so ensure they're accurate before logging time.

If your site and supervisor aren’t in your pre-selects, you may not be connected to them in Experiential Learning Cloud and won’t be able to track time until you are. 

See the following article for more information: Why Can't I Log Time?

NOTE: Pre-Selects do not filter the time entries you see in any view in your timesheets workspace.

Step 3: Filtering Hours

 

To filter your time, expand the Filter existing time entries section. All dropdowns are multiselect, and filters can be stacked to fit your needs.

Filters apply to any Track View and only show hours matching your selected criteria.

Important: Filters are not pre-selects—they only affect the entries displayed, not how time is logged.

• General Search: Finds entries with matching keywords

• Supervisor/Site: Filters by supervisor(s) or site(s) where time was logged

• Status: (For schools using Time Approval) Filters by submission status

• More dropdown: Includes filters like Notes, Program, Activity, Track, and Tag

 

Step 4: Select a View 

To start adding time, first choose your preferred view from the five options at the top of the Time Sheets area: Month, Week, Day, Agenda, or Track.

• Month, Week, Day: Calendar-style views.

• Agenda: Table format with customizable columns.

• Track: Activity list with quick time entry and floating headers for easy navigation

Check out the following article for more information on timesheet views: Timesheet Views

 

Step 5: Add a Time Entry 

To add time, you will select the text box under the date and activity in which you wish to add time.

• If you add an integrer that is 1-9, the system will automatically create an hour entry based on the number entered, 
• If you add an integer that is higher than the number 9, the system will automatically create an hours and miuntes entry based on the number entered. You can add an "h" after the integer to indicate that you are logging hours instead of minutes (ex: enter "15h" to add 15 hours). 
• If you add a number with a decimal, the system will create an hours and minutes entry based on the number entered (ex: enter "1.25" to add 1h 15m) 
   

Additional Track Features: 

Your program may have enabled track flavors, experiences, or assessments, to allow you to track more nuanced information. If these are required on your time track, you will need to make additional selections when logging time. 

Flavors: Select additional characteristics/activities performed related to each timesheet entry. 

• Occurrences of Flavors: Log the number of times you completed each flavor related to a timesheet entry. 

Experiences: Log de-identified client data related to each timesheet entry. Learn more here. 

Assessments: Log assessments performed in relation to timesheet entries to provide additional insight into your experience gained in the field. 

Tags: Tag your timesheet entries with additional characteristics for more nuanced time tracking. Run the #525 report to see the percentage of tagged hours compared to your overall total. 

Related Articles 

Using Time Reporting

Move Time From One Track To Another

Adding a Track

What are the Red Squares and Exclamation Points on My Track?

Editing Your Track's Start and End Dates