Step 3: Data and Reports

Viewing Substitute Data and Reports

Access substitute history, leave records, and detailed analytics from the Reports section.

Watch Video Tutorial

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Accessing Reports & Analytics

From Sidebar

1. Click "Reports" in the left sidebar
2. You'll see the Reports & Analytics dashboard

Report Tabs

The Reports page provides five report types:

• Faculty Summary - Workload, leave days, and substitution counts per teacher
• Class Summary - Period counts, hours, and substitutes per class
• Trends - Daily and weekly trends for leaves and substitutes
• Leave Types - Breakdown by leave type
• Cancelled Lessons - All cancelled lessons with reasons

Date Range Selector

Use the date range presets or select custom dates to filter report data. Summary cards show:

• Total Leaves - Number of leaves in the period
• Total Substitutes - Number of substitutions in the period
• Leave Days - Total equivalent leave days
• Faculty on Leave - Unique teachers who took leave

Note: Reports & Analytics are available on the Pro plan. Free plan users will see an upgrade prompt.

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Substitute History

Accessing Substitute History

From the Reports page, click "Substitute History" button to open the dedicated substitute records page.

Summary Cards

At the top, three summary cards show:

• Total - Total substitute assignments in the date range
• Original - Unique absent teachers
• Substitute - Unique substitute teachers

Teacher Filters

Below the summary cards, two searchable dropdown filters let you narrow results:

• Original Teacher - Filter by absent teacher
• Substitute Teacher - Filter by substitute teacher

Data Table Columns

Each record shows:

• Date - Date and day of the week
• Original - The absent teacher (shown in red)
• Substitute - The covering teacher (shown in green)
• Period - Period number and time slot (e.g., P1, 09:00 - 09:45)
• Subject - Subject(s) being covered
• Class - Class(es) being covered
• Notes - Any notes added during assignment (shown below the record)

Filtering Records

Click "Filters" to show additional filters:

• Start Date - Default: 30 days ago
• End Date - Default: 30 days from now
• Subject - Text search for subject name
• Reset Filters - Reset all filters to defaults

Sorting

Click column headers to sort by:

• Date (newest/oldest)
• Original teacher name
• Substitute teacher name
• Period number

Actions

• Delete - Remove individual records (with confirmation modal showing assignment details)
• Export - Download all filtered records as CSV

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Leave History

Accessing Leave History

From the Reports page, click "Leave History" button to open the leave records page.

Summary Cards

At the top, three summary cards show:

• Leaves - Total leave records in the date range
• Days - Total equivalent leave days
• Users - Unique users who took leave

User Filter

A searchable dropdown lets you filter by specific user.

Data Table Columns

• Date - Date and day of the week
• User - Staff member name
• Type - Leave type with color-coded badge
• Duration - Full Day, First Half, Second Half, or number of days (for long duration)
• Status - Current status with colored badge
• Notes - Any notes (shown below the record)

Status Badges

• Active (green) - Leave currently in effect
• Pending (yellow) - Awaiting action
• Completed (indigo) - Leave finished
• Cancelled (red) - Leave was cancelled
• Rejected (gray) - Leave was rejected

Filtering Leave Records

Click "Filters" to show additional filters:

• Start Date / End Date - Date range
• Leave Type - Text search for leave type
• Duration Type - All Types, Full Day, Half Day, Long Duration
• Status - All Status, Active, Pending, Completed, Cancelled, Rejected
• Reset Filters - Reset all filters to defaults

Sorting

Click column headers to sort by:

• Date
• User name
• Leave type
• Duration
• Status

Actions

• Delete - Remove individual leave records (with confirmation modal)
• Export - Download all filtered records as CSV

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Exporting Data

Export to CSV

Both Substitute History and Leave History pages have an "Export" button:

1. Apply desired filters (date range, teacher, status, etc.)
2. Click the "Export" button
3. A CSV file downloads automatically

Substitute History CSV Includes

• Date, Day, Absent Teacher, Substitute Teacher, Period, Time, Subjects, Classes, Rooms, Notes

Leave History CSV Includes

• Date, Day, User Name, Leave Type, Duration Type, Duration, Equivalent Days, Status, Notes, Marked By, Created At

Reports Export Options

From the Reports & Analytics section, each report tab supports multiple export formats:

• CSV - Comma-separated values
• Excel - XLS format for spreadsheet apps
• PDF - Formatted PDF with summary and table layout

Common Export Uses

• Payroll Processing - Track substitute teacher compensation
• Monthly Reports - Summarize substitutions and absences
• Workload Analysis - Balance substitute assignments across faculty
• Compliance Records - Maintain documentation for audits

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Sharing Daily Schedule from Calendar

You can share the day's schedule directly from the Calendar:

Share Button

1. Open the Calendar from the sidebar
2. In Day view, click the "Share" button in the top bar
3. The Share Daily Schedule modal opens

Share Modal Features

• Search - Find teachers by name or email
• Select All - Select all visible teachers
• Changed - Auto-select only teachers with schedule changes (substitutes, cancellations, modifications)
• All Staff - Select all teachers with email addresses
• WhatsApp - Share individual teacher's schedule via WhatsApp (formatted table with subject, class, room, and status)
• Send Schedule - Email the daily schedule to selected teachers

Teachers Without Email

A warning banner shows how many staff members cannot receive emails. Add their email addresses in user settings to include them.

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Quick Reference

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Next Step

Check the updated calendar schedule with all substitutes applied.