How do supervision hours get approved in Guidara?

The supervisee logs the week and submits it. Their supervisor gets an email, reviews the week, and signs to approve it. If something needs fixing, the supervisor sends the week back for revision with a note, and the supervisee corrects it and submits again.

Which hour categories does Guidara track?

Every timesheet records five categories: direct, group direct, indirect, individual supervision and group supervision. They are the same for every supervisee, which keeps totals consistent across supervisors, sites and years.

Can I log my hours every day instead of once a week?

Yes. Each week can be entered as one total per category or tracked day by day. Once a week has hours in it, it keeps that mode; to switch, delete the draft and start the week again.

Which hours count toward my total?

Only approved hours. A week counts once the supervisee has signed and submitted it and the supervisor has signed to approve it. Weeks that are still drafts or waiting for approval appear in your timesheet list with their status but are left out of the total.

What happens to my hours if I change supervisors?

Your approved weeks stay on your record, each with the signature of the supervisor who approved it. Hours you earned before using Guidara can be added as prior hours, which your supervisor reviews and approves.

Can I export my hours for my licensing board?

You can export a PDF summary of your approved hours, along with your weekly timesheets and their signatures. Each export carries a verification code that anyone can check online. Some boards require their own paperwork as well, which you can fill in from the hours in your Guidara export.

Is Guidara free for supervisees?

Yes. Supervisees use Guidara free. Supervisors and practices pay for the workspace, and a new workspace starts with a 30-day free trial.

Hour tracking

Every supervised hour, signed and accounted for.

Supervisees log each week and sign it. Their supervisor reviews the week and signs to approve it, and supervisor and supervisee see the same approved total.

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The supervisor's Timesheets page in Guidara: two timesheets awaiting approval, and a supervisee's progress toward 3,000 required hours

A week's totals in Guidara: 18.5 direct, 4.3 indirect, 2.5 supervision, 25.3 total hours

Every timesheet records the same five categories

Direct
Group direct
Indirect
Individual supervision
Group supervision

Logging a week and having it approved

Each week goes from a draft to a signed approval, and approved weeks add to the supervisee's total.

01 Log

Enter hours by week or by day.

Supervisees enter their hours for the week, either as one total per category or day by day. Guidara shows the week's totals as they go.

One total per category for the week, or day by day
Stays a draft you can change until you submit it

Logging a week in Guidara with daily tracking: weekly summary of 22.8 direct, 6.5 indirect and 1.0 supervision hours, 30.3 in total

02 Approve

Approve a week with your signature.

When a supervisee submits, their supervisor gets an email and the week joins the list waiting for review. Open it, check the numbers, and sign to approve. If something looks off, send it back for revision with a note, and the supervisee fixes it in place.

An email when a supervisee submits a week
Weeks awaiting your approval at the top of Timesheets
Approve with your signature, or your saved one
Send a week back with a note explaining what to fix

A supervisor reviewing a submitted week in Guidara, marked Pending Supervisor Approval, with direct, indirect and supervision hours broken down

03 Total

One approved total for supervisor and supervisee.

Approved weeks add up to one total that supervisor and supervisee both see. A week counts once the supervisee has signed and submitted it and the supervisor has signed to approve it, so the total shows signed hours only.

Only approved hours count
Progress against the hours the supervision plan requires
Totals broken down by practice site

Approved Hours Summary in Guidara: 506.0 total hours, 341.8 direct, 99.8 indirect and 64.5 supervision

Move your supervised hours out of the spreadsheet.

Track every supervisee's weekly timesheets and approved total in Guidara.

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A closer look at hour tracking

Four things that are hard to do in a spreadsheet.

Send back for revision

A week that needs fixing goes back with your note.

Open the week, write what to correct, and send it back. The supervisee sees your note on the week itself, fixes it in place and resubmits.

The submitted week the supervisor is reviewing, behind the dialog

The Request Revision dialog in Guidara, open over the week under review, with a supervisor's note explaining which day's hours to check before resubmitting

Practice sites

Hours by where they happened.

A supervisee working at more than one site tags each entry. The approved total breaks down by site, in all five categories.

A supervisee's approved hours summary in Guidara, 506 hours in total, broken down by practice site below it

Hours from before Guidara

Earlier hours, signed and approved once.

Supervisees enter the totals they tracked before joining, by category. Their supervisor reviews them once and signs, and from then on they count toward the running total.

The Hours Before Guidara page, marked Approved, with 212.5 direct and 64 indirect hours entered

Verification

A record anyone can check.

Every exported hours summary carries a code. Whoever receives it, such as a licensing board or a future supervisor, opens the link printed on it or scans its QR code and sees what the summary said.

Guidara's public verification page for an exported hours summary: the code it was exported under, the export date, the supervisee and the hours required

Hour tracking for supervisees and supervisors

See your hours and each week's status.

Your current week, every past week with its status, and your approved total, on your Timesheets page.

See which weeks are drafts, submitted or approved
Export your hours whenever you need them

A supervisee's timesheet history in Guidara: one week in Draft and the previous week Approved, with submitted and approved times

How approved hours are stored and protected

How Guidara protects your records

Signed approvals: Every approved week carries the supervisor's signature and the date it was approved.
Verifiable exports: Exported hours summaries carry a verification code that can be checked on Guidara's site.
No client health information: Guidara records supervision: hours, meetings and documents. It never stores your clients' records.
Secure by default: Encrypted in transit and at rest, on SOC 2 certified infrastructure.

Works with the rest of Guidara

All features

Questions about tracking hours

Start with this week's timesheet.

Hours you logged before Guidara can be added as prior hours.

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