Open Academics > Substitutions each morning. It shows who is away today, the periods nobody covers, and who can take them, fairest first.
Steps
- Choose the Date. The Away today list fills from approved leave and staff attendance. Press Refresh the absence list if something changed.
- To add someone yourself press Mark someone away, choose the teacher, the kind (Leave, Absent, Half day, On duty, Training, Meeting) and the periods (empty means the whole day).
- Under Periods to cover, each uncovered period lists suggestions with reasons, for example "free in period 3", "teaches this class", "2 substitutions in the last weeks". The reason for the teacher's absence is never shown.
- Press Assign beside a name. Or press Assign all fairly to fill every period at once. A message says how many were assigned and how many are left.
- When nobody is free, Merge with another class, or mark Supervised self study. A period can also be Left uncovered.
- Press Confirm and send messages. Substitutes are told. In the phone app the teacher sees "Waiting for your confirmation" and presses Confirm. If you cancel a duty, they see "The office cancelled this duty".
- Press Send the messages again if needed.
A teacher is never put in two places in one period.
The register
Press Print the register for an A4 page with a signature column. Periods still open say "Not covered yet".
Needs a look
If a leave was cancelled or the timetable changed after you assigned, the row says Needs a look.
Reports
Academics > Timetable reports shows Substitution load: who took how many periods for others, and the fairness spread (the most minus the least among those who take substitutions). It also shows teacher load for each weekday. Reports need the Standard plan level.
What parents see
If the institution switches on timetable.show_substitutions_to_families, a changed period is marked "Changed today" in the parent app. No reason or absent teacher's name is shown.
Common questions
A teacher is not suggested.
They may have the setting "Takes substitutions" off in Teacher rules, a daily limit reached, or no free period then.
There is no timetable on this date.
"No timetable is live on this date." Publish a version first. See Timetable versions.