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

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?

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 I create a Demo Student account?

If you would like to access Hour Republic from a student’s perspective, then you can simply register as a student.

A: Hour Tracking

Register for a student account by clicking here. You will gain access to your new student account automatically after registering.

B: Form Software Access

1.  In order to link this new student demo account to our Forms software, you will need to come up with a unique OEN/ID.

NOTE: We recommend something around 10+ numbers long so that there is no risk of using a student’s actual OEN/ID

2. Login to your teacher account and click on your   tab

NOTE: Normally, we import students into the form software. In this scenario, you will be adding a demo student to the form software manually.

3. Scroll down until you find the Advanced Filters and click on All Students

4. Click on 

5. Now fill in the demo student’s information, make sure that the OEN/ID field exactly matches the one you used to register the account. If they do not match, your demo student account will not be able to access Forms.

Note: For more details on how to set up a student profile in Forms, please see here

6. Select Save to save your changes.

Now your demo student has access to our Forms software. When you login as the student and click on the  tab, you will be able to create your own forms. Please see here for a guide on how students can create forms.

Active vs Pending Organizations/Employers

Both teachers and students can add organizations/employers:

  • Teachers have access to the entire database of organizations and can modify existing organizations or add new organizations
  • Students can add organizations via the Hour section only

How do students locate organizations/employers that a teacher added?

When an organization/employer is added to the database by a teacher and status is set to Active, a student can locate this organization when they add hours. In the Hour section, students type the organization’s name into the Organization search bar and it will pop up.

Students can search Active employers only (see image below).

What is a Pending versus Active organization/employer?

When a teacher adds an organization, the organization’s status is automatically set to Active.

When a student adds an organization, the organization’s status is automatically set to Pending.

Students are not able to search organizations that are set to Pending unless they were the one that added it (i.e. they only see organizations that they added).

NOTE: For more details on how to add organizations/employers, click here

Teachers can change the status of an organization/employer to Active by following these steps:

Teachers may want to convert a Pending employer that a student added to an Active employer that other students can search and locate too.

1. Click the  tab

2. Set the Status filter to Pending to quickly locate all the Pending organizations

3. Search and click on the desired organization

4. Under the General tab, scroll down until you find the Status field and click on the drop down menu to set the status from Pending to Active

5. Select Save in the top right corner of the page to save your changes

If you don’t want students to add organizations/employers:

You may want students to only search and locate Active employers that a teacher has added. If so, here is how you can do that:

1. Click on the tab with your school’s name

2. Along the centre of the screen there should be a number of tabs such as General, Logo, Access.. etc. At the bottom of that list there is a Settings tab. Click on Settings

3.  Check off the box that reads Do not allow students to add employers/contacts/positions for Hours

TIP

If students are unable to locate an employer then please make sure that the student is only typing a few letters of the organization’s name. It is better to type in a few letters than the entire name of an employer just in case it is spelled differently.

If you type in “Tim”, then anything with “Tim” will come up. If you type in “Hor”, then all of the Tim Hortons stores will come up. But if you type in “Horton’s” into the search bar, our system will not recognize the apostrophe if the employer is not spelled that way (Horton vs Horton’s).