Substitute lessons allow students to move from a scheduled lesson they cannot attend to another suitable lesson in a different class. This option is only available when classes share the same subject and level, ensuring students switch to appropriate lessons.
Activate substitute lessons for a student
Before substitutions can be made, the feature must be enabled for each student individually.
Step 1: Enable the feature
Go to People > Students.
Open the student’s profile.
Click More and select Edit student.
Scroll to the bottom of the page.
Tick Allow substitute lessons.
(Optional) Set:
The maximum number of substitutions per calendar month
The allowed substitution period
Click Save.
Once enabled, the Substitute lesson option will appear for all future lessons for that student.
This can also be set in bulk for multiple students from the bulk menu of the Students table in the People section.
How students or related contacts substitute a lesson
Step 1: Open the lesson
Students or related contacts log in to the Student Portal and open the upcoming lesson card.
Step 2: Click substitute lesson
If enabled and the lesson is in the future, they will see a Substitute lesson button.
Step 3: Select a replacement lesson
A pop-up window displays available lessons from other classes with the same subject and level.
Only matching lessons will appear.
Students can review available dates and times.
Step 4: Confirm substitution
After confirmation:
The student is marked excused for the original lesson.
The original lesson appears grey in their calendar.
The student appears in the new lesson with a Substitute status.
Admins and teachers receive a dashboard notification.
A note is added to the student profile with full details (original lesson, new lesson, and who made the change).
How admins substitute a lesson
Admins, staff, or teachers (with permission) can also substitute lessons on behalf of a student.
Step 1: Open the original lesson
Go to the relevant Class and open the original lesson.
Step 2: Select substitute option
Click the three dots (… ) next to the student’s name.
Select Substitute lesson (if enabled for that student).
Step 3: Choose an alternative lesson
Select from the same eligible list — lessons with the same subject and level.
Step 4: Confirm
The system automatically updates attendance, status, and notifications.
Tips
Ensure all classes have correct subject and level assigned.
Substitutions are only available for future lessons.
Students cannot exceed their monthly substitution limit.
Substituted lessons clearly show the student as Substitute.
Substitute lessons provide flexibility while maintaining structured class organisation. This feature reduces admin workload and empowers students to manage their own schedules within clear guidelines.