Step 2: Choosing a Substitute

Assigning Substitute Teachers

Learn how to assign substitutes from the calendar using manual selection or auto-assign.

Watch Video Tutorial

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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 Faculty View

• In the Day view, click the "Faculty" tab in the view selector
• You'll see all teachers listed as rows with their scheduled periods

3. Hover Over Teacher Name

• Hover over the teacher who needs a substitute
• Two buttons appear on the right:
  • Orange "Leave" - Mark teacher as on leave
  • Blue "Sub" - Assign substitute teachers

4. Click "Sub" Button

• Click the blue "Sub" button
• The view switches to the Assign Substitutes screen
• Shows all the teacher's periods for that day as individual cards

5. Select Substitutes for Each Period

Each period card shows:

• Period number and time slot
• Subject and Class being taught
• Absent teacher name
• A list of available substitute teachers sorted by match score

For each period, browse available teachers and click on a teacher card to assign them.

6. Save Assignments

• After selecting substitutes for each period, click "Save Substitutes"
• The system creates, updates, or removes assignments as needed
• You'll see a summary of what was created, updated, or removed

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Auto-Assign Feature

Instead of manually choosing substitutes for each period, use the Auto-Assign feature to let the system find the best matches automatically.

How to Use Auto-Assign

1. From the Assign Substitutes screen, click the "Auto-Assign" button (gradient purple button with sparkle icon)
2. The system analyzes all periods and suggests the best substitute for each one
3. Review the suggestions in the preview modal
4. Select or deselect individual assignments using checkboxes
5. Click "Confirm" to apply the selected assignments

Unassigned Periods

If the system can't find a suitable teacher for any period, it will be shown as "unassigned". You can manually assign these or cancel the period instead.

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Understanding Teacher Badges

When browsing available teachers for each period, you'll see badges indicating match quality:

Workload Information

Each teacher card also shows:

• Today - Total periods for the day (with substitute count)
• Week - Total periods for the week (with substitute count)

This helps you balance substitution workload across faculty.

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Alternative: Mark Leave First

If the teacher is on leave for the full day:

1. Click the orange "Leave" button on the teacher's row (or from the detail view)
2. Select the leave type and dates
3. Then return to the calendar and click "Sub" to assign substitutes for each period

You can also access Leave and Sub buttons from the teacher's detail view (click on a teacher row to open it). The detail view shows:

• Leave button - Mark leave
• Sub button - Assign substitute
• Cancel All button - Cancel all classes for the day

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Calendar Events & Availability

Ignore Calendar Events Toggle

The assignment view includes an "Ignore Calendar Events" toggle:

• Off (default) - Teachers blocked by calendar events are shown separately with an "Event" badge
• On - Shows all free teachers regardless of calendar events

This is useful when events don't actually prevent a teacher from substituting (e.g., optional events).

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Date Navigation

From the Assign Substitutes screen, you can:

• Navigate to previous/next day using arrow buttons
• Pick a specific date using the date picker
• Jump to Today with the Today button

This lets you set up substitutes for future dates without going back to the main calendar.

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Cancelling a Period

Instead of assigning a substitute, you can cancel a period:

1. Click on a teacher in the calendar Day view to open their detail schedule
2. Click the cancel icon on a specific period
3. Add a cancellation reason
4. The period is marked as cancelled in the calendar

You can also use "Cancel All" from the teacher detail view to cancel all periods for the day at once.

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Viewing Assigned Substitutes

After assigning, the calendar shows:

• "SUB" badge on covered periods
• Substitute teacher's name on the period block
• Click any period to see full details (original teacher, substitute, time, room, notes)

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Next Step

View substitute data and export reports from the Reports section.