Getting Started Guide

1) First, Create a Class

This is how you will organize your students every semester (your ‘bucket’ of students). All of your students will be attached to the Class you created.

FAQ: How do I create a new class?

2) Next, Create a Sign up Code 

This code (ex. Quad1) will link students to your class. Students enter it when they register for their accounts.

FAQ: How do I create a sign up code?

3) Students Register Accounts

Once registered, students will show up in the  image.png section

FAQ: How do students sign-up?

4) Students Track Hours 

Students can access our hour-tracking services by going to their  section

FAQ: How do I add hours?

5) Teachers / Coordinators Monitor Student Progress

Teachers / Coordinators can do anything that a student does on the system.

NOTE: All of our new version FAQs are summarized here.

Navigating the Calendar

A. How do I set up an Event?

1. On the sidebar, click the Calendar tab.

2. Once you’re on the Calendar page, click on the  symbol in the top right corner.

3. Create an event by filling in the necessary fields (required fields have an asterisk (*).

4. Once you fill in the necessary fields, you can choose to select the Class that has access to this event, invite specific students and write a short description.

5. Select the Recurring tab to decide if you would like this event to occur over a certain time interval and what days you would like it to occur.

6. Click Save.

A. How do I Invite Specific Students?

1. When you’re creating an Event, you have the option to invite specific students by clicking on the Students field.

2. Select the students you would like to invite by checking off the box next to their names.

3. If you have a specific group of students in mind, you can filter students by Status, Role, Semester, and Class.

4. Once you have chosen your students, click .

NOTE:

1. You can check off the box next to the Student column to select all members of your school or program.

A. How do I Edit Events?

1. In the calendar view, click on the event that you would like to edit.

2. Now you can edit information regarding the event such as the name, contact, start and end time, etc.

3. If you invited students to the event, you can check the status of their invite by clicking on this icon: 

4. If the invite is still pending, you can choose to  the invitation or you can manually accept the invite by selecting the student’s name

5. Once you select the student’s name, you can click the status field to edit their status.

6. You can also remove the student from the event by selecting .

6. Click Save to maintain any changes.

NOTE:

1. You can click on Today to go to the current date and click the left and right arrows to move between months

2. Selecting Day, Week, or Month will organize the Calendar accordingly.

A. How do I filter Events?

1. There are multiple ways you can filter events. When you’re on the Calendar page, you can find the filters at the top left of the page.

2. If you know the name of the event of interest, you can type it into the Search Bar.

3. You can filter events depending on if students are needed or if you’re invited to the event by selecting the filter to the right of the search bar.

4. You can also filter events by Class by selecting the filter to the left of .

5. Once you’re content with the filters, select  to apply the filters.

TIP

For more details on calendar colour coding, please click here.

Colour Coding in the Schedule

Q. What do the Different Colours mean for Teachers/Coordinators?

Gray signifies that no students have been invited to participate in the event.

Dark Gray signifies that students have been invited to participate in the event, however, none have accepted the offer yet.

Orange signifies that the shift is partially filled. Some of the invited students have accepted to participate in the event.

Green signifies that all invited students have accepted to participate in the event.

Q. What do the Different Colours mean for Students?

Gray signifies an event has been scheduled.

Green signifies that the student has accepted to participate in the event.

How do I send a message to an individual, group, or a class?

How to Message a Class

1. To begin, select the icon in the top right corner

2. Select the icon in the top right corner

3. Next, choose who you would like to message using the Recipients drop down

4. A pop up box will appear with a list of individuals at your school, at the top will be a series of filters, set all the filters to All, except the Class filter, set it to your class

NOTE:

  • if you do not have a class set up, please see this FAQ
  • You can also combine filters, for example, you can set all filters to All, except the Status filter and Class filter, set Status to active and the Class filter to your class and send a message at all active members in your class.

5. Once your class pops up, click the check box next to the Student column to select all of your students

6. Click 

7. Once the recipients have been chosen, fill out the subject, message, and if you would like, attach a file (Excel, image, PDF, etc.).

8. When you’re done, click 

9. Your class will receive an email notification regarding the message you just sent

NOTE: Please request your class to check their spam/junk folder if they cannot find the email just in case they have spam filters set up

How to Message an Individual/Group

1. To begin, select the icon in the top right corner

2. Select the icon in the top right corner

3. Next, choose who you would like to message using the Recipients drop down

4. A pop up box will appear with a list of individuals at your school, type in the first name OR last name of an individual you would like to send a message to

NOTE: If the individual does not show up, make sure all the filters are set to All

5. Click the checkbox next to their name then click 

6. Repeat Steps 4-5 until you have chosen everybody in the group

7. Once the recipient has been chosen, fill out the subject, message, and if you would like, attach a file (Excel, image, PDF, etc.).

8. Once you’re done, click 

9. The group will receive an email notification regarding the message you just sent

NOTE: If the individuals in the group do not receive the email, please request they check their spam/junk folder just in case they have spam filters set up

 

How do I generate a report?

To begin, select Reports icon on the left tool bar 

1. You can choose to generate reports for General Information, Demographics, Hours, Scheduling, Statistics, Organization/Employer, and Reflection/Journals

2. Select the report type you would like to generate

3. Use the search bar, date range and filters to customize the report and sort the data or leave it as default to generate all data

4. When you are ready, click the in the top right corner to generate the report

5. A separate tab will open up with a report, but you can also download the report by clicking  to customize the report further

 

How to Generate an Hour Report

1.  Select the  tab

2. Scroll down to the Hours section and select a report, we recommend the Overalls Hour Report.

3. There will be a number of filters which you can adjust. If you are looking to run a report on your class, make sure you set the Class filter to your class, otherwise, the report will encompass your entire school.

4. Once you are done adjusting the filters, click .

5. You can now export your report to Excel by selecting .

How do I add new resources?

Teachers/Coordinators can add resources (e.g. background information, program requirements, etc.) that will appear for each student.

1. To add a resource, select your high school on the left tool bar 

2. Click this icon  to access Resources

3. Select the  to add a new resource

4. Add a photo, PDF or document (e.g. .doc) as an attachment or link to video or website

5. Add a label (e.g. Student Training Video, Safetly Checklist, etc.)

6. Choose to add a Description of what the file is, or instructions for the student

7. To finish, Click Save

How do I create a new Signup Code for my class?

First, create a Class if you haven’t already.

Next, create a class-wide Signup Code for your students before they register accounts. When students enter this code during registration, they automatically get added to your Class.

To begin, select your high school on the left tool bar 

1. Click this icon  to access Signup Codes

2. Select the  symbol to create a new signup code

3. Either create your own random code (e.g. Winter2020) or click the Randomize button to create a random code
NOTE: The codes must be at least 5 characters.

4. Under the Student Settings section, you have the option to add the Year Started (year student started Grade 9, or year student started College/University), the semester associated, and/or select the Type of Student (Co-op, Dual Credit, SHSM, or Volunteer).

NOTE: You can select multiple types of students

5. Select a Class to attach to your new Signup Code.
NOTE: You can also add multiple classes under one code. Click here to learn how to create a new class.

6. Click Save to finish adding the new code
NOTE: Once saved,  you can view which students are associated with the sign up code by scrolling to the bottom of the page

TIPS
  • Remember to create a Class first! When students register with this sign up code, they automatically get assigned to your Class.
  • You only need to create one sign-up code per class, and multiple students can sign-up using one code.
  • You do not need to create a Signup Code if you are a guidance counselor
  • You can modify your Signup Code at any time by returning to the page of the Signup Code you just created and typing in a new Signup code. Make sure you save your changes once you’re done.

CLASSES: Create a New Class / Add or Remove Students / Add a Date Range

Creating a Class

#1. To begin creating a new class, select your high school on the left tool bar 

#2. Click this icon to access the Classes section

#3. Select the  to create a new class

#4. Enter a name for your Class, you choose! It’s your way of organizing students.
(e.g. Sem 2 2019-20, or Sem 2 Winter 2020 (afternoon class))

#5. You will automatically be added as a teacher/coordinator table when you create a new class.

  • To remove a teacher from your class code, simply click the “-” symbol beside a teacher’s name, and Save.
  • To add another teacher/coordinator, click the symbol. Use the search bar, or filters to locate teachers/coordinators, then click the check box beside the teacher’s/coordinator’s name to add them to the class, then Done.

#6. To finish, click Save to create this new class

NOTE: Once students sign up, they are automatically added to the class you attached via your sign up code.

Adding a Date Range to Classes

Teachers can add date ranges to Classes (e.g. from the first day of a semester to the last day of a semester). If a date range is set:

  • The progress bar and hour logs will appear for this timeframe only.
  • The progress bar will reset to zero for returning students, simply hiding logs from previous semesters.
TIP: Students need to select the Class filter (e.g. Sem 2 2020-21) in the Hour section in order for the date range to take effect.
TIP: Beside Total Submissions in the Hour section, we indicate how many submissions are hidden when the Class filter is selected (e.g. 15 submissions hidden by filter).

Adding / Removing a Student from a Class

Students are automatically added to your Class when they register with the Sign Up Code you provided.
NOTE: Students must register an account before they can be added to a Class.

#1. To begin, select your high school on the left tool bar to access the main administrator section

#2. Click the Classes icon 

#3. From the table, click on the class that you would like to add or remove a student from

#4. To add a student, click the symbol in the second table (with the Student column)
Search the list, or use the search bar, or use the filters to locate student(s). Select a student by clicking the check box beside the student’s name, and Done.

NOTE: To remove a student from the class, click the “-” remove icon beside the student’s name. 

#5. To finish, click Save.

How do Teachers/Coordinators mark Reflections/Journal topics?

Q: How do I mark a Student’s Reflection?

A: Under the Students Section, select a student’s name then click on the Reflections icon  to review, mark and leave comments on students’ reflections.

1. Click on the desired Reflection

2. Scroll down to the bottom of the page to find the Mark section

3. Enter in a mark (eg. 7/10, 3 out of 5, 75%, A+, etc.) and comment (optional)

4. Click the Save and Approve button at the top of the page to save the mark and comment.

NOTE: The student can view this mark in the student Reflection section

Hour Status Definitions

Draft
A student has saved (Save button) the information but has not submitted (Save and Submit button) the log for verification.

Pending
A student has submitted (Save and Submit button) their log (to an employer for their placement; to a parent/guardian and organization) but it has not been verified or declined yet.

NOTE: Students and teachers/coordinators can re-send the hour log as a reminder to verify hours by clicking the Save and Submit button again. Teachers/coordinators can also Decline a log to turn it back into a Draft log to re-submit for verification.

Declined
Student hours were declined by the placement supervisor or by a teacher/coordinator. Possible reasons: the information submitted by the student was not accurate, there was not enough detail, and/or the student forgot to mention a task or project.

Verified
Student hours were verified by placement supervisor or by their teacher/coordinator (Save and Approve button).