Supervision Hour Tracker

Documentation

Instructions to help get you started

Student Account Documentation

Getting a Student Account

There is only one way to get a student account: your supervisor or an admin must create an account for you and your credentials will be emailed to you.

If for some reason, you do not receive your credentials emails, you may want to verify with your supervisor that your email address is correct. Incorrect email addresses can be corrected by administrative users. If you still cannot access your account, contact us.

Updating your Password

Once you login, you can update your password by clicking ACCOUNT on the bottom left hand side of your dashboard. A pop up will display an option to update your password. Be sure to make your password hard to guess and unique.

Submitting a TimeSheet

Your supervision groups will be listed on the left hand side of your dashboard. Select the name of the supervision group that you wish to submit a timesheet for. Once you select a supervision group, an ADD TIMESHEET button will appear in the upper right hand corner next to the TOTALS button. Once you click ADD TIMESHEET, a pop up will appear with timesheet fields. Once you're done filling out your timesheet, click the green SAVE button at the bottom of the timesheet pop up.

If some timesheets have different fields than others, it is because administrative accounts can assign configurations for timesheets depending on your group. If a field does not display, you most likely do not need to fill it out. If you believe this is an error, contact your supervisor.

Editing a TimeSheet

Once you submit a timesheet, you can edit it by clicking the blue edit button on at the bottom of the timesheet record. You may only edit your timesheets until your supervisor signs it. A signed timesheet can only be edited by administrative accounts as a signed timesheet is intended to be final.

Viewing your totals

In the upper right hand of your dashboard, click the green TOTALS button. Once you click it, a pop up will display a chart with a breakdown of your submitted supervision hours. You can toggle between bar chart and doughnut chart by clicking the green button in the upper right hand corner. You can also filter your hours by term by clicking the dropdown in the upper left hand corner.

Supervisor Account Documentation

Getting an Account

The only way to get a supervisor account is for an administrative account to create an account for you. To get started, contact your administrator. Once your account is created, an automated email will be sent to you with your credentials.

If for some reason, you do not receive your credentials emails, you may want to verify with your administrator that your email address is correct. Incorrect email addresses can be corrected by administrative users. If you still cannot access your account, contact us.

Updating your Password

Creating a Supervision Group

To create a new supervision group, click the ADD GROUP button in the upper right hand corner of your dashboard. Once clicked, a pop up will display which will gather information about your supervision group.

Group Name:

The name of your supervision group must be unique. Many groups have some reference to their term. The group name is what students and administrators will see when they are searching for your group

Group Type:

The group type can be either Group Supervision Group or Individual Supervision Group. Group Supervision Groups are bound by their term and are intended to only last one term at a time before a new group is created. Individual Supervision Groups are timeless. A supervisor could easily have one Individaul Supervion Group as it functions as a way to keep track of unrelated students at an individual level.

TimeSheet Configuration:

The timesheet configurations are set by your administrators. Ask your administrator which to use for your supervision group. The timesheet configurations control which fields should display for your timesheets.

Term (Group Only):

Group Supervision Groups only last a term at a time. If you select Group Supervision Group from the Group Type dropdown, this field will appear. If you do not see your term, contact your administrator.

Add Students

You can add students to your Group by clicking the ADD STUDENT button in the lower right hand corner. Once clicked, a dropdown of all the students in your university will appear. You can start typing their name and the dropdown will filter out non relevant names. If a student does not yet have an account, you can create one by clicking ACCOUNT NOT LISTED

Once you click submit, be patient for the submission to complete. Processing new accounts and sending new emails can take time.

Editing an Existing Groups

Select your supervision group from the left hand side of your dashboard. If you do not see it, make sure you are viewing the correct term (there is a dropdown above your supervision groups for this). Once selected, click edit group. A pop up will display with options to:

Add Students

-- Add a student to your supervision group. You will have an option to either select an existing student account or create a new one.

Remove Students

-- Removing a student will also permanently delete their timesheets from your supervision group.

Delete Group

-- Deleting a group will also permanently delete all timesheets associated with the supervision group.

Be careful about removing students and deleting groups. Once deleted, the associated timesheet records cannot be recovered. If you're not sure, ask your administrator to delete your group or remove students for you.

Editing an Existing Groups

Select your supervision group from the left hand side of your dashboard. If you do not see it, make sure you are viewing the correct term (there is a dropdown above your supervision groups for this).

Once your group is selected, click a student's name to view their timesheets for your group. Once you've verified that the data is accurate, you can sign the timesheet by clicking the sign button. Once signed, the timesheet record is intended to be final and can only be edited by an administrator. Until the timesheet is signed, students can edit their timesheets through their dashboard.

You can view a students total hours by clicking the green VIEW DETAILED TOTALS button. A pop up will appear with a graph and an option to filter by term. The totals displayed are for the entire term selected, not just your supervision group. The totals for your supervision group are shown in the gray box above the timesheet records that says TimeSheet Totals.