Hour Republic Forms FAQs Guide

Need some help navigating our Form software? You’ve come to the right place.

General
•    How do I access the Forms (document generation) software?
•    How do I add attachments to forms, student profiles, and employer profiles?
•    How do I re-use courses from past semesters?
•    What is the difference between Related and Co-op courses?
•    How do I use keywords?
•    Why can I view another teacher’s plans, courses, etc.?
•    Why can’t I view my plans, courses, etc.?
•    How do I clear my cache in Chrome, Firefox and Microsoft Edge?
•    How do I create a blank Form?
•    How can I save or print one page of a form?
•    How do I add comments to forms, student profiles, and employer profiles?
•    Exporting and printing forms and learning plans?

Forms
•    Students: How do Students create forms in Hour Republic?
•    Teachers: How do Teachers create forms in Hour Republic?
•    How do I add e-signatures to forms & to my account settings?
•    Why am I unable to export my form?
•    How do I add expectations to learning plans?
•    How do I copy or re-use an existing form or learning plan?

Employer/Organization
•    Tips for Searching Employers
•    How do I add contacts to an employer profile?
•    How do I add an employer or edit an existing employer?
•    How do I add positions to an employer profile?
•    How do I create a report containing student information?
•    How do I add employer expectations to an employer’s profile?
•    How do I see the employer location?

Students 
•    How do students create or access their learning plan, and other forms?
•    How do I create and/or edit student profiles?
•    How do I create a report containing student information?
•    How do I link students to courses and placements?
•    How do I add courses to the Course Favourites section?
•    How do I find a student’s profile?

Hour Republic FAQs Guide

Look no further than this guide to direct you to the FAQ you need

General
•    Getting Started Guide
•    How do Teachers/Coordinators sign-up?
•    How do I reset my password and find my username?
•    General Questions
•   How do I send a message to an individual, group, or a class?
•    Pre-placement Activities
•   How do I create a Demo Student account?
•   How do I Locate Unapproved Hours?

Main Administrator Section
•    How do I create a new class? 
•    How do I create a sign up code? 
•    How do I add a new resource?
•    How do I add Bulk Achievements?
•    Adjusting the progress bar
•    Disable/hide certain sections and fields
•    How do I add or change my school’s logo
•    Student Types
•    How do teachers/coordinators customize the Achievements drop-down?
•    A Student is Missing from my Class (Hour Tracking)
•   Why can’t I see students on my Students section?

Employer/Organization
•    How do I add new Organizations/Employers?  
•    How do I add contacts to an Organization/Employer?  
•    How do I add a Volunteer or Placement opportunity?
•    How do Organizations Approve Hours?
•    Published and Public Positions/Opportunities
•    Active vs Pending Organizations/Employers
•    Why isn’t an organization receiving my email to verify hours?

Students
•   
How do students sign-up?
•    How do I add Volunteer and Other Hours?
•    How do I add Placement/Co-op Hours?
•    How do I print a report of my hours?
•    How do I manage my Student Dashboard?
•    Icon Guide
•    How do I Assign an Organization to a Student?
•    How do I see when students registered or logged in last?
•    How does a Student Add More than One Shift?
•    What if a Student has Two Employers/Supervisors?
•    How do Students and Teachers/Coordinators Create an Achievement?
•   How do I Track Overnight Shifts?

Reflections/Journals
•    How do teachers add new Reflection/Journal topics? 
•    How do students submit a Reflection/Journal?
•    How do teachers mark Reflections/Journal topics?
•    How do students delete a Reflection/Journal?

Reports
•    How do I create a report? 
•    How do I Create a PDF Version of Reports?
•    How do I print a report of my hours?

Calendar
•    Colour Coding in the Schedule
•    Navigating the Calendar
•    How do I create a PDF Version of the Calendar?

Webinar Schedule

We host live webinars where we walk you through our software (from start to finish), and answer any questions that you may have.

Co-op Hour & Activity Tracking
Tuesdays @ 12:00pm
Wednesdays @ 10:00am
Thursdays @ 1:00pm

Volunteer Hour & Activity Tracking
Thursdays @ 11:30am

Form  & Learning Plan Generator
Wednesdays @ 12:30pm
*All times are in EST.

If you are interested in attending, then email us at info[at]charityrepublic.com with the time slot(s) that you are available. Then, we will happily share the webinar details with you.

How do Employers/Organizations add our Email to a Safe List?

If employers/organizations are not receiving our emails and cannot locate them in their spam/junk folder, then please share this FAQ on how they can add our email to a Safe List in Gmail and Hotmail/Outlook.

When using Gmail

#1. Click on the gear icon in the top-right corner. Once the menu pops up, select See all settings

#2. Go to the Filters and Blocked Addresses tab and click Create a new filter

#3. Enter noreply@charityrepublic.com into the From field then click Create Filter

#4. A menu will pop-up, select Never Send it to Spam then click Create Filter

When using Hotmail / Outlook

#1. Click on the gear icon in the top-right corner and then click View all Outlook settings

#2. Click on the Junk email tab then scroll down to the Safe senders and Domains section to select Add

#3. Type in noreply@charityrepublic.com, press the enter key, and then Save your changes

Multiple Form Creation: Generating more than one form at the same time

If you would like to speed up form creation, then try out our multiple form generation feature. To get started, please follow these steps:

1. Click on the  tab

2. Select the green bar at the top of the screen to access the Multiple Form Generation feature.

3. Click on the desired form types to create multiple forms at once (e.g. click the WEA and OYAP icons for one student)

4. Scroll down to the Form Details section then enter in a student’s information

  • Student: The student’s name
  • Course: The student’s co-op course
  • Employer: This is the name of the company or placement
  • Contact: This is the supervisor’s name
  • Position: This is the position of the student at placement

5. Once you’ve filled in the information, click 

6. Multiple forms will now be created for that student and can be found under Recent Forms

How do I add Hour Republic to my phone’s home screen?

If you would like to be able to quickly access Hour Republic from your phone’s home screen, then please follow these steps:

IOS

1. Click on the Safari app

2. Go to Hour Republic’s website

3. Locate and click on the  icon at the bottom of the screen.

4. Select the option to Add to Home Screen.

5. Enter the name of the shortcut (e.g. HR) then click Add. Now you should be able to access Hour Republic from your home screen

Android

1. Click on the Google Chrome app

2. Go to Hour Republic’s website

3. Click on the  icon in the top right corner.

4. Select the Add to Home Screen option

5. Enter the name of the shortcut (e.g. HR) then click Add. Now you should be able to access Hour Republic from your home screen

 

How do Teachers/Coordinators Create an Achievement?

Teachers/Coordinators can create an achievement by following these steps:

1. Locate the sidebar on the left panel, then click on the Students tab.

2. Click on any student.

3. Next, select the  icon located at the center of the screen.

4. Click on the icon at the top right of the screen to add a new achievement.

5. Fill in all the necessary fields for the achievement. You can fill in additional fields such as the issuer and add an attachment by selecting the appropriate tab on the sidebar.

6. Once you have filled in all the information, click .

TIPS

1. You can delete unwanted achievements by clicking on them while on the Achievement page then selecting the  button.

2. Teachers/coordinators can add achievements in bulk. For more information regarding this feature, please click here

How do I Track Overnight Shifts?

If you work overnight shifts and have any questions about how to set up the shifts in Hour Republic, then is FAQ is for you:
1. Go to your  section
2. Click on in the top right corner
3. Fill in the necessary information such as employer/organization, skills learned, and the description
4. Now, scroll down the list of weekdays and click on the  icon next to the first day of your overnight shift
5. Set the start time for your shift to whenever you started your shift and the end time to 11:59 pm
6. Next, add a shift to the day after the first shift. Set the start time for the shift to 12 am and the end time to the end of your shift.
7. Fill in the rest of the information then either click  or 
TIP
If you have any questions about adding more than one shift, please see this FAQ

Why can’t I see students in my Students section?

Possible Reasons:

(i) The type of filters being selected in the Students section.

(ii) Student(s) registered for the wrong school.

(iii) A Signup code was not set up for the Class.

(iv) Student(s) did not enter the correct Signup Code during registration.

(v) Students have not yet registered.

Method 1 – Set Students Section Filters to All

The most common reason for not seeing students –> the wrong filters being selected in the Students section.

If you are unable to locate your students, click on the  tab and:

(i) Please ensure that your filters are set to the “All” default for all filters

(ii) If you are using the Classes section, then select your Class from the drop-down

Most filters should be set to All except the Class filter (see filter underlined in green). This filter should be set to your current class so that you will only see your students.

TIP:

The most common filter behind this issue is the Semester filter. Only students who register using a sign-up code with a specified semester will automatically be set to a semester.

If a student did not register using a sign-up code, then their semester filter will be left blank and they will be filtered out if the Semester filter is not set to All Semester

Method 2 – Check your Class

If the students continue to not show up, it is possible that they are not linked to your class. Set your Class filter to All Classes

If they show up, then that means the students are not linked to your class. There are a couple of reasons why this could happen:

(i) The students did not enter or misspelled the sign-up code when registering

(ii) There is no sign-up code associated with the class

(iii) The student did not register for the correct school

NOTE: If you have any questions about setting up and/or reviewing your sign-up code, please see this FAQ

In order to link the students to your class, please follow these steps:

1. Click on the tab with your school’s name
2. Select the Classes tab
3. Click on your Class name
4. Scroll down to the Student table and click the icon found at the right corner of the table
5. Once you click on this, a pop up menu will open. Type the first name or last name of the desired student into the search bar then make sure to click Enter.
6. If their name appears, check the box next to their name then click 
NOTE: If the student’s name does not appear, then make sure the Status filter is set to All Statuses
7. Repeat this process until all of your students have been added
8. Click  to save any changes

A Student is Missing from my Class (Hour Tracking)

If you are having trouble locating a student, then below are some possible reasons:

A) The student has not registered an account to track hours

You can check if a student has registered by following these steps:

1. Click on the  tab
2. Set all the filters to All
3. Type in the first or last name of the student that is missing in the Search bar
4. If the student does not appear, then that means that the student has not registered an account yet.
5. Reach out to the student and send them the Signup Code for your class so that they can register. If they are having trouble registering, then please share this guide.

B) Your student has not been added to your Class

1. Click on the tab with your school’s name
2. Select the Classes tab
3. Click on your Class name
4. Scroll down to the Student table and click the icon found at the right corner of the table
5. Once you click on this, a pop up menu will open. Type the first name or last name of the desired student into the search bar then make sure to click Enter.
6. If their name appears, check the box next to their name then click 
NOTE: If the student’s name does not appear, then make sure the Status filter is set to All Statuses
7. Once you have added the student, make sure to click  to save any changes

C) Your student’s status is set to inactive

1. Click on the  tab

2. Set the Status filter to All Statuses

3. Type the name of the desired student into the search bar

4. If the student’s name pops up, click on it and this will take you to their hour dashboard

5. Once you are on their dashboard, click theicon found around the centre of the screen. This will take you to the student’s General tab

6. Scroll down until you find the Status field and set it to Active

7. Make sure to click  to save any changes

D) Your student is linked to the wrong school

If you your student is linked to the incorrect school, then please email us at info@charityrepublic.com. Within your email please include:

1. The student’s name

2. The school you would like us to transfer the student to

How do I Locate Unapproved Hours?

If you would like to quickly locate your students’ unapproved hours, then please follow these steps:

1. Go to the  section

2. Next, locate the Detailed Hours report and click on it

3. Scroll down and set the Category, Status, and Approved filters to the following:

NOTE: You can also change filters like the Date Range if you would only like to see specific unapproved hours.

4. Click the  button and this will show you all the unapproved hours at your school. The report can also be exported to Excel.

How Do Students Add Placement/Co-op Hours?

  1. Students can start to add hours by selecting the  icon on the left toolbar
  2. To begin, select the button in the top right corner of the page
  3. Students have the option to Label their hours (e.g. Week 1)
  4. Change the Category to Placement/Co-op under the Category type, then the hours will automatically change the Hour Type to a weekly block
  5. Next, add your Organization/Employer. Click the icon to add your employer’s information.
  6. Please fill out the Organization Name, Supervisor Name, Email, Phone Number, and their Position (e.g. Cashier)
  7. Under Skills Learned, you must add at least one new skill that you learned during your placement each week (e.g. Customer Service, Oral Communication)
  8. Please add a Description of what you did during your work hours (i.e. I learned how to use the cash register, I worked on filing papers)
  9. The week will automatically begin on the Monday of the current week and each day  will be listed for you to begin adding shifts
  10. To add a new shift, simply click the + symbol beside the days you worked
  11. The hours will automatically be set to Placement (Unpaid), however, you can also track Placement (Paid), In-School/Integration, Pre-Placement, and Dual Credit hours
    – If you take a Lunch/Break this will deduct minutes from the overall hours
    -If you were Absent or Late, please select the boxes to mark your attendance
  1. You can also add two shifts for one day by selecting the + symbol twice
  2. Once you have added and reviewed your hours for the week, you can select either  button to Save the hours as a draft, or Save and Submit to send to your Employer.
  • When clicking, the hours are submitted to the placement supervisor and become “Pending” hours
Tips
  • When students select “Placement” for the first time from the drop-down menu while adding hours, Placement becomes their new default hour type.

 

How do students copy a log?

Students can create a copy of their hours by clicking  at the right side of the desired hours:

This will allow students to select Copy which creates an identical Draft of the hours.

If students have consistent hours each week (e.g. 9:00am to 12:00pm), then they  can add hours and save those hours as a template. They can leave the template in Draft status and copy that template each week.