Substitute coverage tied to timetable

Coverage tied to real periods

Generic “absent today” flags do not tell a sub which room or class. Schoolyi links absence requests to timetable periods - Period 2 Grade 8 Maths in Room 4 - so cover assignments match what students expect at the door.

Morning office rush workflow

Teacher submits leave or office logs call-in by 7 a.m. System lists uncovered periods by urgency. Coordinator assigns available subs - internal floating staff or external pool - and notifies them with period grid summary. Homeroom admins print room slips if needed.

• Uncovered period dashboard sorted by start time
• Preferred sub lists per department
• SMS or email blast to sub pool with accept link
• Automatic notify affected class teachers

Substitute phone tree export

Export today’s cover sheet PDF: sub name, mobile, periods, rooms, and emergency front-office line. Security desk gets the same list without accessing full HR records. Update when assignments change mid-morning.

Leave integration

Approved staff leave pre-flags periods before the sick call. Long-term leave opens multi-week cover planning with the same grid view. Payroll sees substitute days for stipend reconciliation if school tracks external subs.

Sub access and lesson context

Guest accounts or limited teacher roles expose today’s timetable and attached lesson plan links without full gradebook write access. Subs mark attendance for covered classes only.

Analytics for leadership

Term reports show departments with chronic uncovered periods - data for hiring float staff or adjusting timetable load. Audit trail documents who assigned cover when disputes arise.

Rollout tip

Publish baseline timetable before enabling sub module. Run a drill week with fake absences so office staff learn the dashboard before flu season.