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


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).


Published and Public Positions/Opportunities

What is a position?

For work placements, this is the position of the student at placement (e.g. Automotive Assistant).

For community service, these positions represent volunteer opportunities (e.g. Food Bank Sorter).

Access the Positions / Opportunities section

1. Click  on the left toolbar

2. Search and select the desired organization, then click on the Positions icon

3. Select an existing position (e.g. Food Bank Clerk)
At the bottom of the General tab for a position, you will see the Published and Public fields.

NOTE: If you’re looking to create a new position/opportunity, then please reference our FAQ here.

When both PUBLISHED and PUBLIC check boxes are not checked

By default, all positions are private (i.e. only visible to a teacher/coordinator) since neither the Published nor Public boxes are checked.

When both the Published and Public boxes are unchecked, the position/opportunity cannot be viewed by students under any circumstance. This is essentially a draft version of the position/opportunity and can only be accessed by teachers/coordinators.

NOTE: Publication Dates (i.e. when a position/opportunity is visible) do not work unless either the Published or Public boxes are checked (see below).

When only PUBLISHED is checked

When only the Published box is checked, only students from your school are able to view the position/opportunity on their Opportunities page. This is ideal if the position/opportunity is exclusive to your school.

If the Publication Date (i.e. when a position is visible) is expired or has yet to be published, this position/opportunity will no longer be available to the students at your school and will not show up on students’ Opportunities page.

When only PUBLIC is checked

When only the Public box is checked, the position/opportunity is viewable to anybody with a link to it. However, it is otherwise inaccessible to anybody except teachers/coordinators and will not show up on students’ Opportunities page. The link can be found under the position/opportunity’s title in the Preview and on the page advertising it.

NOTE: Publication Dates (i.e. when a position is visible) do not apply or work for this type of position/opportunity.

When both PUBLISHED and PUBLIC are checked

When both the Published and Public boxes are checked, the position/opportunity is accessible to everybody. The position/opportunity will show up on students’ Opportunities page. It will also have a shareable link that you can send to students inside and outside of the school.

NOTE: If the Publication Date (i.e. when a position is visible) is expired or has yet to be published, this position/opportunity will no longer be available to anybody without the web link. This means that it will not show up on students’ Opportunities page anymore.


1. Public events can be shared on social media through Facebook, Instagram, and Twitter:

2. If you leave the Publication Date blank, the position/opportunity will be advertised indefinitely.

3. For more details on how to create a position/opportunity, please click here.

How do Organizations / Employers Approve Hours?

Organizations/Employers can approve or decline student hours via email by following these steps:

1. Organizations/Employers will receive an email regarding student hour verification

2. They click the   button

3. Next, they review the information and click  or 

For more details regarding the process, please see below:

1. When a student submits their hours for approval, the organization will receive an email from Hour Republic:

2. Open the email then click on  to approve or decline the hours

3. You will be taken to a screen where you will have a chance to review the hours and submit a comment (optional)

4. Once you are finished reviewing the hours, you may select  or

5. A verification message will appear as follows:
Thank you. The status of these hours has been updated. Have a great day!


If the student has sent out hours for approval and the organization has not received the email, then here a couple of possible reasons why:

1. The email may have been sent to your Spam folder.

2. The student may have inputted the email address incorrectly; double check with the student to ensure the email address is accurate.

Here is a more detailed FAQ on a similar topic.

How do I add contacts to an Organization/Employer?

1. To add a new contact to an Organization/Employer, click the  button on the left toolbar

2. Click on the desired Organization/Employer’s name such as Canadian Tire, Best Buy, etc.

3. Select the Contacts button in the left toolbar under the icon

4. Click the button to add new supervisors to an Organization/Employer

5. A drop down will appear and you can begin to fill out all of the contact information

6. Once you have filled out the fields, click to finish creating the contact

How do I add new Organizations/Employers?


When adding a new Organization/Employer to Hour Republic, it is important that you fill in the following information. This information will show up for students when they track hours.

1. Organization/Employer name (eg. Best Buy, Walmart)
2. Contact name (i.e. Name of supervisor; make sure to include their email address)
3. Position name (i.e. the position of the student at placement such as Cashier or Kitchen Assistant)


1. To add a new Organization/Employer, click the  button on the left toolbar

2. Select theicon in the top right corner


1. Fill out the general fields including: Organization/Employer, sector, a description, website link, and School Board/Institution

2. Choose to add a start and end date the Organization/Employer is available


1. Click the logo tab to add an image for the Organization/Employer


1. Select the Address tab and fill out the following fields to generate a location

2. Once you have filled out the address, it will mark the location on a map

3. You can click ‘Remove Address’ to detach the location from the organization/employer or select ‘Add Address’ to create a new one


1. Click the Contacts tab to add new supervisors to an Organization/Employer

2. Along the top of the Organization/Employer page you will find 3 icons
– Use this icon to add notes private/shared notes
–   Add attachments such as PDF, pictures, word documents
–   Create new positions by clicking the icon


1. On the Positions page, click theicon to create a new position, or select  to generate a pre-existing position

2. Fill out the following fields to create a position

  • General
    – Position Name
    – Type (Placement or Volunteer)
    – Date Range
    – Contact person
    – Address
    – Description (i.e Tasks and Activities)
    – Publication Dates
    – Mark the opportunity Published to keep private, or Published for all students to view
  • Expectations
  • Goal & Benefits
  • Qualifications & Training
  • Scheduling
    – Add the time commitment
    – Duration (i.e. September-February or 3 months)
    – Daily timeslots for the position
  • Demographics (Age, Gender, etc..)
  • Required Skills
  • Developed Skills (Which skills are developed in this opportunity?)
  • Once all the skills are filled out, click  to see how students view the position/opportunity