ICON GUIDE
Icon | Description |
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Achievements |
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Attachments |
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Availability/Calendar |
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Create/Add |
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Help/FAQs |
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Hours |
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Messages |
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Notes |
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Notifications |
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Organizations/Employers |
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Reflections/Journals |
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Reviewed |
Icon | Description |
![]() |
Achievements |
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Attachments |
![]() |
Availability/Calendar |
![]() |
Create/Add |
![]() |
Help/FAQs |
![]() |
Hours |
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Messages |
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Notes |
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Notifications |
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Organizations/Employers |
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Reflections/Journals |
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Reviewed |
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).
1. Click on the left toolbar
2. Search and select the desired employer, then click on the Positions icon
3. On the Positions page, click the icon to create a new position, or select
to generate a pre-existing position
4. Fill out the following fields to create a position
NOTE:
To learn more about Published and Public positions/opportunities, please click here
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
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
A: To begin adding a new topic, click on the left toolbar
1. Click theicon in the corner
2. Enter a Topic name and Description
3. Input the Start Date and End Date (the dates your students can view topics e.g. one week or over a period of 4 weeks).
4. Choose whether to add the topic as a School Reflection. Selecting this will allow for all teachers/coordinators at the school to access the topic
5. Add any attachments (i.e. PDF, Word Documents, Excel, Pictures, etc..)
6. To finish, select the button in the top right corner
NOTE: Once the end date has passed, students will no longer be able to see the Reflection.
A: To change the order of how students view the topic:
1. Click on the left toolbar
2. Hold and drag the toggle icon in on the left hand side to rearrange a topic above or below another topic
3. This will automatically move the topic in place and save in the new order that you would like it to appear for students
To begin managing students, click the tab in the left toolbar
1. Once students sign up, you will be able to view all your students on your dashboard. Teachers/coordinators are able to use the search bar and filters to sort how they see students
2. You can filter students by:
– Status (Active, Inactive, Pending)
– Semester
– Hour type (Extracurricular, Peer Tutor, Placement, Volunteer)
– Hour Status (Draft, Pending, Verified, Rejected)
– Classes (i.e. AM/PM classes, or streams)
3. Click any of the headers to sort the order of students (i.e. A-Z or Last Login)
4. Use the on the right side of the student row to email a student directly, or send them a password reset
1. Click anywhere along the student row to go to a specific student’s profile
2. On the student dashboard, teachers/coordinators are able to manage students individually
3. On the main dashboard, you can view the student’s progress bar, add hours for them, view their weekly logs and use the icons to manage the student’s profile.
1. Click the icon to manage a student profile
2. Under the General tab teachers/coordinators and students can edit/input basic information including:
– Name, Preferred Name, ID/OEN, School Board/Institution, School/Program, Parent/Guardian’s Email, Year Started, Email, Status, Semester, Sign Up Date, End Date, Associated Course, Username, Login Code
3. Click Profile Picture to upload a photo
4. Under the Demographics tab indicate the Student Type (i.e. Co-op, SHSM, Placement), Gender, DOB, Age Group, Keywords
5. Add Employers
6. Add Emergency Contact
7. Add Contacts
8. Add Addresses
9. Add Volunteer Interests
10. Add Career Interests
11. Add Classes
12. Add Settings (here is where you can set up the total number of hours for each progress bar)
Scroll down to the bottom of the General tab to see the username and email linked to the student’s account
1. Click the icon to manage student’s Employer/Company
2. To attach an Employer/Company to a student click thein the top right corner
3. Once you have chosen a Client from the drop-down, you can add the Start and End Date, Notes and Save.
You must add Organizations/Employers first before assigning them to students. Click here for instructions.
1. Click the icon to manage a student’s Availability
2. Click thein the top right corner to begin
3. Under the General tab, add the Date Range of the student’s availability, mark whether the student is available during that date range, and add a description
4. Under the Time Slots tab, a teacher/coordinator or student can mark which days and times the student is available then save
1. Click the icon to add attachments to a student’s profile
2. Select the in the top right corner to begin
3. Upload the image or document you would like to attach and add a description (optional)
4. Click Save
1. Click the icon to add a Reflection
2. Select the in the top right corner to begin
3. Pick a Topic and a question and any attachments relating to the topic will appear
4. Fill in the Reflection/Journal Field
5. Once finished, Save or Save and Submit the Reflection
For more details on how to add a Reflection, Click here
1. Click the icon to add an Achievement such as First Aid Training
2. Select the in the top right corner to begin
3. Under the General tab, select the Achievement Type from the drop-down [or teachers can create their own by clicking ]. Next, fill in the name of the achievement (e.g. Safety Training Workshop) or use the default selected, the completion date, expiry date, and/or a description of the achievement.
4. Next, fill in the information on the Issuer’s name, email, and phone
5. Lastly, add attachments relevant to the achievement
6. Once finished, click Save.
Students can obtain e-signatures for volunteer hours. Simply present your smart phone (or any device that has a touch screen), and your supervisor or parent can sign with their finger on the spot.
1. (or, Edit for existing hours)
2. Complete volunteer hour and activity fields, and Save.
3. Select the Verify by Signature button near the bottom of a Draft or Pending log (select Edit link to view).
*Remember to check the box indicating that the hours are eligible and meet the school board’s community hour requirements
4. Present the signature pad screen to your volunteer supervisor or parent.
They can sign off using their finger or a mouse (if it’s a touchscreen computer). Then, click Confirm.
5. Volunteer hours will show as Verified
or Pending if you are still waiting for a signature
6. An email confirmation message will be shared with the person who verified the hours (volunteer supervisor or parent), indicating that they verified the hours on that day, with an image of their signature. They can edit the verification status if necessary.
NOTE: Students are still able to use the e-mail verification option if preferred [FAQ].
If you have been in a situation where your student incorrectly inputted their shift hours and you had to manually fix each and every one of the shifts, then this feature is perfect for you. Our Total Hour Override feature allows teachers to quickly change a student’s total hours for a weekly log without having to worry about monotonously fixing each incorrect shift. To override a student’s hours, please complete the following steps:
1. Go to your Placement Dashboard and click on the desired student
2. Click on the link next to the incorrect Weekly Log
3. Scroll down to the Total Hours and click on the pencil icon
4. Type in the correct total hours
5. Click
When a student’s hours are Verified by an employer, a teacher has the ability to ‘Approve’ the hours. This feature is available for both the Placement and Volunteer dashboards.
The purpose of this to serve as an indicator to the student that they are on the right track. The check mark also allows teachers to keep track of which logs they have reviewed to date.
If Verified hours are not approved, they have a light green ‘x’ under the Approved column while Non-Verified hours appear as blank.
To locate specific student logs/placement hours, please complete the following steps:
Now only logs/hours from that term will appear on the student’s profile.
NOTE: We never delete logs/hours just in case they need to be accessed again.