Viewing Substitute Data and Reports
Access comprehensive substitute records and export reports from the Substitute & Leave menu.
Accessing Substitute & Leave Dashboard
From Sidebar
- Click "Substitute & Leave" in the left sidebar
- You'll see the main dashboard with summary statistics
Dashboard Statistics
The dashboard shows key metrics:
- Today's Substitutes - Current day count
- Week's Substitutes - This week's total
- Month's Substitutes - This month's total
- Today's Leaves - Staff on leave today
- Week's Leaves - This week's leave count
- Month's Leaves - This month's leave count
Substitute Data Records
Accessing the Data Page
From the Substitute & Leave dashboard, navigate to the Substitute Data page.
Data Table Columns
Each record shows:
- Date & Day - When the substitution occurred
- Original Teacher - Who was absent
- Substitute Teacher - Who covered
- Class(es) - Which classes were covered
- Subject - What was taught
- Period/Time - When it occurred
- Timetable - Source timetable name
Filtering Records
Click Filters to narrow results:
- Date Range - Default: last 30 to next 30 days
- Teacher Name - Search for specific absent teacher
- Substitute Teacher - Search for specific substitute
- Subject - Filter by subject
Sorting
Click column headers to sort by:
- Date (newest/oldest)
- Teacher name
- Substitute name
Actions
- Delete - Remove individual records
- Export - Download as CSV
Leave Data Records
Accessing Leave Data
From the dashboard, navigate to the Leave Data page.
Data Table Columns
- Date & Day - When leave occurred
- Staff Name - Who took leave
- Leave Type - Category (Sick, Casual, etc.)
- Duration Type - Full Day, Half Day, Long Duration
- Status - Active, Pending, Completed, etc.
Status Badges
- 🟢 Active - Leave currently in effect
- 🟡 Pending - Awaiting approval
- 🔵 Completed - Leave finished
- 🔴 Cancelled - Leave was cancelled
- âš« Rejected - Leave was rejected
Exporting Reports
Export to CSV
- Apply desired filters (date range, teacher, etc.)
- Click "Export CSV" or download button
- Open in Excel or spreadsheet app
CSV Data Includes
- All visible columns
- Filtered records only
- Sorted order preserved
Common Export Uses
- Payroll Processing - Track substitute teacher compensation
- Monthly Reports - Summarize substitutions and absences
- Workload Analysis - Balance substitute assignments
- Compliance Records - Maintain documentation
Calendar Integration
You can also view substitutes directly in the calendar:
Substitutes Button
- When substitutes exist for a date, a "Substitutes" button appears
- Click to open substitute modal with all assignments
Substitute Modal Features
- View all substitutes for the date
- Filter by class or teacher
- Send Email - Notify substitute teachers
- Print PDF - Generate printable report
Quick Reference
| Task | Where |
|---|---|
| View summary stats | Substitute & Leave dashboard |
| See all substitute records | Substitute Data page |
| See all leave records | Leave Data page |
| Export substitute data | Data page → Export |
| Print daily substitutes | Calendar → Substitutes modal → Print |
| Email substitutes | Calendar → Substitutes modal → Send Email |
Tips
Regular Monitoring
- Check dashboard statistics daily
- Review pending leaves for planning
- Monitor workload distribution
Data Management
- Export CSV monthly for records
- Use filters to find specific data
- Delete duplicate or erroneous records
Pro Tip: Export CSV before end of month for payroll and track which teachers substitute most frequently for workload balancing.
Next Step
Check the updated calendar schedule with all substitutes applied.