How do I link students to courses and positions?

How do I link students to courses?

Once courses have been created in the Courses section (click here for more information), you can link students to courses by completing the following steps:

  1. Click on the  tab
  2. Scroll down to the bottom of the screen until you find Advanced Filters then click on All Students. This will take you the Forms-side of the software
  3. Search for and select the desired student
  4. Select the Courses tab under the student profile
  5. Click the Create button and select the relevant courses for this student (Course, Kind, Teacher, Semester)
  6. Click Save
When searching for a student, you can use the search bar. You don't need to type in the entire name of a student, just the first few letters of their first or last name, and the student will appear

TIP: If you have already added a course in the Courses section (top) and selected the Teacher and Semester there, then you can leave the field selection as "Same as course".

TIP: Here is an FAQ related to types of courses i.e. Co-op and Related courses [FAQ]

How do I link students to placements?

For placements, the placement information must first be added in the Employers section (click here for instructions). Once the placement information has been added, you can link students to it by following the steps below:

  1. Click on the  tab
  2. Scroll down to the bottom of the screen until you find Advanced Filters then click on All Students. This will take you the Forms-side of the software
  3. Search for and select the student in question
  4. Select the Positions tab
  5. Click Create and enter the position information:
    • Employer (drop-down)
    • Position (drop-down)
    • Contact (optional)
    • Course (optional)
  6. Click Save

How do I create and/or edit student profiles?

From the Students tab, you can create new student profiles and edit existing ones.  The information included in student profiles currently consists of:

  • First Name*
  • Last Name*
  • Email*
  • Board*
  • School*
  • OEN*
  • Address
  • Home Phone
  • Cell Phone
  • Year Started (year started high school; we use this to calculate grade)
  • Birth Date
  • Gender
  • Keywords

* = Required

Note: you can access the Students tab on the Forms-side of the software by following this FAQ

Student profiles also contain Courses and Placements tabs which can be used to link students to specific courses and/or placements. For more instructions on how to do so, click here.

If you want to see new fields added to the Student profiles or see changes to current fields, let us know at info[at]

How do I add courses to the Course Favourites section?

All Ministry courses are listed in the Course drop-down, and curriculum expectations (overall and specific) are accessible when a teacher selects  Choose Expectations button

However, the Courses tab represents your Course Favourites. Via the Courses section, teachers can add courses (e.g. locally developed courses) or commonly used courses, and customize expectations for each course (e.g. include the top 10 most commonly used expectations per course).

To add new courses, complete the following steps:

  1.  Click Forms
  2. Scroll to the bottom of the Forms page and click Courses 
  3. This takes you to the Course Favourites section. Click +Add Course button
  4. Fill out the following information:
    • Code
    • Course
    • Teacher (optional)
    • Semester (optional)
    • Board (optional)
    • School (optional)
    • Description (optional)
    • Expectations (optional)
  5. Click Save

Why isn’t an organization receiving my email to verify hours?

If a contact or organization is not receiving hour logs, then please review the following possible reasons:

  • The contact’s email was entered incorrectly
    If the contact’s email has been inputted incorrectly (e.g. spelling errors), then the student’s submission will not go through. Please ensure that students are submitting their logs to the correct email address.

NOTE: You can confirm a contact’s email by reviewing a student’s hour logs to see which email address has been recorded.

  • Verification emails have not been received by a contact or organization    Emails may not be received by the contact or organization as a result of their inbox being full or their email server being down. To check if this is the case, email the organization directly. If they are experiencing issues with their email, please call the organization to let them know.
  • Verification emails have been sent to the spam or junk folders 
    Emails from “” may be directed to spam or junk folders depending on the email firewall in use by a contact or organization. Please ask the contact to check their Spam and/or Junk folders and to add “” to a Safe List. They can also search their Inbox, searching “Hour Republic”, to locate the email message.

If the organizations needs assistance checking their spam folder or adding our email to their safe list, please send them this FAQ.

If none of the above reasons apply, then there are alternate ways to verify the hours:

  • Re-send the email to the Company or Contact   
    If the company has not verified the hours after a long period of time, please have the student edit their pending hours and click   to resend the verification email to the company or contact.
  • Teachers can “Save and Approve” the Hours       
    If a student cannot contact their organization and their hours are not being verified, guidance can manually save and approve of a student’s hours without verification from the organization.

Draft Email to Employer

I understand that you are not receiving verification emails from Hour Republic.

Sometimes, emails from Hour Republic ( may be directed to your Spam or Junk folders depending on the email firewall in use by your organization. Please check your Spam and/or Junk folders to locate the message.

If you are still unable to locate the email message, then please search your Inbox,  searching for “Hour Republic”, to locate the message.

Finally, you can add “” to a Safe List. This can usually be done directly in your email account, or via your IT department.

Are Placement employers required to create an account?

No, employers are not required to create an account.

Students have an account which they create placement hours and you will receive an email invitation in which you can accept or decline the student’s hours as well as leave a comment.

Click here to view the employer fact sheet, which teachers can share with any supervisors. (Click here for the French version).