Assigning Substitute Teachers
Learn how to assign substitutes directly from the calendar by hovering over a teacher's name.
Quick Steps
1. Open the Calendar
- Click "Calendar" in the left sidebar
- Navigate to the date when the teacher will be absent
2. Switch to Teacher View
- Click the "Faculty" tab at the top
- You'll see all teachers listed as rows
3. Hover Over Teacher Name
- Hover over the teacher who needs a substitute
- Two buttons appear:
- Orange "Leave" - Mark teacher as on leave
- Blue "Sub" - Assign substitute
4. Click "Sub" Button
- Click the blue "Sub" button
- Calendar switches to substitute assignment view
- Shows all the teacher's periods for that day
5. Select Periods to Cover
For each period, you'll see available substitute teachers with badges:
- Perfect Match - Ideal for this slot
- Same Subject - Teaches the same subject
- Same Class - Already teaches this class
- Current Substitute - Already assigned as sub
The system also shows:
- Teacher workload for the day
- Availability status
- On leave or blocked indicators
6. Assign Substitutes
- Click on a teacher card to assign them
- Repeat for each period that needs coverage
- Save your assignments
Alternative: Quick Leave + Sub
If the teacher is on leave for the full day:
- Click the orange "Leave" button first
- Mark the leave type and dates
- Then return to assign substitutes for each period
Understanding Teacher Badges
| Badge | Meaning |
|---|---|
| Perfect Match | Best overall fit for this slot |
| Same Subject | Teaches the same subject |
| Same Class | Already teaches this class |
| Current Sub | Currently assigned as substitute |
| On Leave | Teacher is on leave |
| Blocked | Has conflicting schedule |
Viewing Assigned Substitutes
After assigning, the calendar shows:
- SUB indicator on covered periods
- Substitute teacher name on the period
- Click any period to see full details
Tips for Better Assignments
Prioritize Smart Matches
- Use "Same Subject" teachers when possible
- Check workload counts for balanced distribution
- Consider "Same Class" for student familiarity
Plan Ahead
- Navigate to future dates for known absences
- Assign substitutes before the day arrives
The system only shows teachers who are free and available during that specific period based on published schedules.
Cancelling a Period
Instead of assigning a substitute:
- Click on the period in calendar
- Click "Cancel" option
- Add cancellation reason
- Period shows as cancelled
Next Step
View substitute data and export reports from the Substitute & Leave menu.