Hour Republic FAQs

How Does Guidance Approve Volunteer Hours?

If you would like to quickly locate your students’ unapproved hours, then please follow these steps:

Locate the sidebar on the left panel, then click on the Students tab.
Set the filters to the following:
Category > Volunteer
Status > Verified
All Hours > Unapproved
Select a student that needs hours approved
Review the students Verified hours and Select Save and Approve
Guidance counselors can also click the check mark under the Approve/Reviewed column to approve hours
Once the check mark has turned yellow, the hours have been approved

How do I prevent students from adding Employers, Positions, and Contacts for hour tracking?

How to Activate the Feature

1. Click on the Main Administrative tab by clicking on your high school’s name.

2. Click on the Settings tab.

3. There will be an option titled Employer Setting. Check off this box.

4. Select .

How do Students Select Employers?

1. First, teachers will need to add all of the students’ employers. This can be done by following the steps in this FAQ.

2. Now, when students add hours, they can find their employer by typing the first few letters of their employer’s name into the Organization field and selecting that employer.

How do Employers and Parents/Guardians add our Email to a Safe List and Check Their Spam/Junk Folders?

Checking Spam/Junk Folders

When Using Gmail

1. Go to your Gmail account.

2. Along the left side of the page is a list of labels. If you keep scrolling you will reach an option that says More. Click on it to reveal more labels.

3. Once you click More, scroll down until you find the Spam label, click on it.

4. Check the box next to the Hour Verification email, then select Not Spam.

When Using Hotmail/Outlook

1. Go to your Hotmail/Outlook account.

2. Along the left side of the page is a list of labels, click Junk Email.

3. Check the box next to the Hour Verification email, then select Not Junk.

If the email was not there, please follow the steps below to add our email to your safelist and request the student to submit the hour verification.

Adding an our Email to your Safe List

If you cannot locate the hour verification email in your spam/junk folder, then please see the steps below regarding how to add our email to a Safe List in Gmail and Hotmail/Outlook.

When using Gmail

#1. Click on the gear icon in the top-right corner. Once the menu pops up, select See all settings

#2. Go to the Filters and Blocked Addresses tab and click Create a new filter

#3. Enter noreply@charityrepublic.com into the From field then click Create Filter

#4. A menu will pop-up, select Never Send it to Spam then click Create Filter

5. If the email was being blocked, request that the student resends the hour verification email to you.

When using Hotmail / Outlook

#1. Click on the gear icon in the top-right corner and then click View all Outlook settings

#2. Click on the Junk email tab then scroll down to the Safe senders and Domains section to select Add

#3. Type in noreply@charityrepublic.com, press the enter key, and then Save your changes

4. If the email was being blocked, request that the student resends the hour verification email to you.

Alternative: Teachers/Coordinators can share a direct link to an hour log with an Organization/Employer or Parent/Guardian
Teachers can share a direct link with an Organization/Employer (or with Parents/Guardians specifically as it relates to volunteer hours) to verify  hours. Simply click on the "Copy hour verification link" and paste that link into any message. That will take an employer directly to an hour summary web page where they can verify hours. This is a helpful alternative when employers have not received an hour submission via email. Or, when you need someone else to verify an hour log (e.g. supervisor who is covering off for a colleague).

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

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

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 Students Add Placement/Co-op Hours?

Students can start to add hours by selecting the icon on the left toolbar
To begin, select the button in the top right corner of the page
Students have the option to Label their hours (e.g. Week 1)
Change the Category to Placement/Co-op under the Category type, then the hours will automatically change the Hour Type to a weekly block
Next, add your Organization/Employer. Click the icon to add your employer’s information.
Please fill out the Organization Name, Supervisor Name, Email, Phone Number, and their Position (e.g. Cashier)
Under Skills Learned, you must add at least one new skill that you learned during your placement each week (e.g. Customer Service, Oral Communication)
Please add a Description of what you did during your work hours (i.e. I learned how to use the cash register, I worked on filing papers)
The week will automatically begin on the Monday of the current week and each day will be listed for you to begin adding shifts
To add a new shift, simply click the + symbol beside the days you worked
The hours will automatically be set to Placement (Unpaid), however, you can also track Placement (Paid), In-School/Integration, Pre-Placement, and Dual Credit hours
– If you take a Lunch/Break this will deduct minutes from the overall hours
-If you were Absent or Late, please select the boxes to mark your attendance

You can also add two shifts for one day by selecting the + symbol twice
Once you have added and reviewed your hours for the week, you can select either button to Save the hours as a draft, or Save and Submit to send to your Employer.

When clicking, the hours are submitted to the placement supervisor and become “Pending” hours

Tips

When students select “Placement” for the first time from the drop-down menu while adding hours, Placement becomes their new default hour type.

How do students copy a log?

Students can create a copy of their hours by clicking at the right side of the desired hours:

This will allow students to select Copy which creates an identical Draft of their hours.

If students have consistent hours each week (e.g. 9:00am to 12:00pm), then they can add hours and save those hours as a template. They can leave the template in Draft status and copy that template each week and even add a personalized Label (e.g. “template”).