Transferred hours

The hours from before Guidara count too.

A supervisee enters the hours they tracked under a previous supervisor, by category, with the paperwork attached. Their supervisor approves them once, and they join the running total.

Start free trial Request a demo
  • 30-day free trial
  • Always free for supervisees
app.guidara.io/timesheets
The Hours Before Guidara form in Guidara, marked Approved: direct, indirect and supervision totals, group hours switched on, a total of 326.5, and a note about the previous supervisor

Entered in the same five categories as every timesheet

  • Direct
  • Group direct
  • Indirect
  • Individual supervision
  • Group supervision

Entering earlier hours and having them approved

Three steps, done once per supervisee.

01 Enter

The supervisee enters what they tracked before.

On the Transfer Hours tab the supervisee enters the totals from their old spreadsheet or paper log, switches on group hours if they have any, and notes who supervised them. Verification letters and old timesheets are uploaded from the same tab, which attaches them to the entry for the supervisor to review.
  • One total per category, group hours optional
  • A note on where the hours came from
  • Supporting documents uploaded alongside
The Hours Before Guidara form: total direct, indirect and supervision hours, the group hours switch, and the running total

02 Approve

The supervisor approves them once.

Their supervisor reviews the entry against the attached documents and approves or rejects it. An approved entry is locked and shows on the supervisee's record with the date. If a number turns out to be wrong, either of them can reopen it for correction.
  • Approve or reject, with the documents to hand
  • The approval is dated and signed by both
  • Reopen for correction if something was wrong
Approved Transferred Hours on a supervisee's record in Guidara: approved on a date, the five category totals, and a Reopen for Correction button

03 Count

Approved hours are added to the total, on their own line.

Once approved, the hours count toward the plan's requirement on the dashboard and in the overall total. A full hours summary lists them as prior hours, under each previous supervisor named in the entry's source breakdown.
  • Counted in the overall hours and on the dashboard
  • Shown as their own line in the hours summary
  • Listed as Before Guidara in the practice-site breakdown
The By Supervisor section of an exported hours summary: prior hours under Dana Whitfield and timesheet hours under Fiona Mitchell, each with a total

Add the hours you logged before Guidara.

Enter them, have your supervisor approve them, and they count in your total.

Start free trial

30-day free trial. Always free for supervisees.

A closer look at transferred hours

Approval, corrections, and where the hours came from.

Locked once approved

Approved entries are read-only.

An approved entry cannot be edited. To correct it, the supervisee or the supervisor unlocks it, which clears both signatures and sends it back for approval.

The Hours Before Guidara form in Guidara with its Unlock control and Approved badge above the category totals

Reopen for correction

Correct a wrong number and approve it again.

Reopening clears both signatures and the approval date. The supervisee corrects the totals and signs again, and the supervisor approves the entry again.

An approved transferred hours entry on a supervisee's record, with the approval date and a Reopen for Correction button

Where they came from

A note on the previous supervisor.

An optional source breakdown records each previous supervisor, site and date range. A full hours summary lists the prior hours under each supervisor named there.

The Notes field on the Hours Before Guidara form: hours accrued under Dana Whitfield, LMFT at Eastside Community Counseling

Transferred hours for supervisees and supervisors

Bring your hours with you.

Enter the totals from before, in the same five categories, and upload the paperwork from the same tab. Once your supervisor approves them, they count in your total and in your full hours summary.

  • One-time entry on the Transfer Hours tab
  • Supporting documents attached to the entry
My Timesheets in Guidara on the Transfer Hours tab, with the Hours Before Guidara form filled in and approved

How transferred hours are stored and protected

How Guidara protects your records
Signed approval
An approved entry carries both signatures and the date it was approved.
Verifiable exports
Exported hours summaries list prior hours on their own line and carry a verification code.
No client health information
Transferred hours are totals and paperwork. Guidara 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 transferred hours

Your earlier hours, counted with the rest.

Enter your earlier hours when you join Guidara.

Start free trial Request a demo

30-day free trial. Always free for supervisees.