The Sub Management feature enables managers and staff to efficiently request, approve, and manage substitutes for classes. Save valuable time by automating communication and streamlining substitute operations with Sub Management!

Sub Management Overview

The Sub Management feature allows instructors and authorized personnel to request, approve, and manage substitutes for classes. Instructors, as well as Location Managers, Managers, Business Managers, and Owners, can initiate substitute requests for upcoming classes.

Staff members with appropriate permissions can approve substitution requests and edit details as needed. Notifications regarding sub management activities, such as acceptance, approval, or cancellation, can be configured through the Staff Notifications Tab in Business Settings.

Outside of the Sub Management page, instructors have the flexibility to quickly request substitutes either through the Sub Management interface or directly from their staff profile or class management page, which sends an immediate request to all eligible instructors.

Who can request a sub?

Instructors can schedule a substitute for any upcoming classes they are scheduled to teach. Location Managers, Managers, Business Manager, and Owners can request a substitute on behalf of an instructor and have the ability to select multiple classes at once.

Who can approve a sub request?

Staff must have the staff permission: Approve Substitution Requests ability to Edit.

Where are eligible classes set?

Assign classes staff are eligible to teach by going to a staff member's profile and assign eligible classes.

Sub Management Video

Watch the Sub Management Video to understand how to use this feature!

Staff Sub Management Notifications

You must enable your transactional emails for Sub Management before using the feature. Sub management requests do not require staff to opt-in to email or text messaging. Currently, there is not a place to see all communications sent to staff.

To enable your Sub Management Transactional Notifications:

Select your profile icon on the top right
Choose Business Settings
Scroll down and select Transactional Notifications
Choose the Staff Notifications Tab
Check the email and/or text checkboxes to allow your staff to receive the notifications
Save

The following notifications can be enabled for Sub Management:

Sub Management: Sent to the current instructor when someone accepts a sub request
Sub Management: Sent to the new instructor when they are approved as the sub
Sub Management: Sent to staff who accepted the sub request when someone else is approved
Sub Management: Sent to staff when a sub is canceled
Sub Management: Sent to eligible staff when a sub request is created

Open Requests, Waiting on Approval, and Approved

Open Requests

All requests from all staff members that have been made will be displayed here. If the request was made by you as a staff member, you will see the option to cancel your request. You can view the class date, time, location, class name, category and who requested the sub with a timestamp.

Recipient List

On the far right of the open request select the three dots on the far right and choose Recipient List. If the instructor has not offered to take the request the status will say Pending and if the staff has offered to take the request the status will say Accepted.

Waiting on Approval

Waiting on Approval lists all requests that require manager approval for the substitution. Select the View button to see all staff who have offered to take the class. Urgent requests, highlighted with a bell symbol, are for classes happening within the next 48 hours, ensuring quick attention time-sensitive requests.

Approved

The page displays the date, time, class name, previous instructor, requester, approved substitute, approval date and time, and the individual who granted the substitution. Ahead of the class, the approved substitution can be revoked by accessing the three dots located on the far right of the approval and choosing "Cancel Approval."

Request a Sub Using Sub Management

When sent using the Sub Management feature, substitute requests are sent via email or text messages and requests are sent solely to instructors eligible to cover the specified class.

Follow these steps to submit a sub request:

From the main navigation menu under Staff, select Staff Center
Select Sub Management
Choose New Request to create a request
Select the classes you’d like to find a sub for

If a preferred substitute is designated and the request is made more than 48 hours before the start of class the request is sent only to the preferred substitute for the first 24 hours.

If the preferred substitute does not accept the request, the request is extended to all other eligible instructors.
Submit the sub request and the request will appear under Open Requests, with urgent ones marked with a bell symbol

Preferred Substitutes

Request > 48 hours

Preferred substitute is designated and request is made more than 48 hours before the start of class → Request is initially directed only to the preferred substitute for 24 hours → If preferred substitute does not accept the request the request is extended to all other eligible instructors

Request < 48 hours

If the request is made within 48 hours of the class, it is distributed to all eligible instructors, regardless of preference.

Request a Sub Using Quick Substitutions

Instructors can easily request a substitute right from their staff profile or from the main schedule page under Class Management. This will send a request to all instructors, which is different than sending our a request from Sub Management.

Request a Sub from Your Staff Profile

Navigate to your Staff Profile
Choose the Schedule Tab
Select the class you need covered
Choose “Request a Sub Now."
A pop-up will appear letting you know you are about to broadcast a sub request to all instructors
Select "Let's do it!" and a message will be sent to all instructors, regardless of eligibility

Request a Sub from Class Management

From the main navigation menu select Classes
Choose "Go" on a Class Tile
Choose the Schedule tab
Locate the specific class instance you need covered
Select the class you need covered
Choose “Request a Sub Now."
A pop-up will appear letting you know you are about to broadcast a sub request to all instructors
Select "Let's do it!" and a message will be sent to all instructors, regardless of eligibility

Offer to Take a Request

Instructors can accept requests directly from the link found within the text or email notifications, or directly from the Sub Management feature by selecting Offer to Take It. Once the instructor chooses Offer to Take It, their offer shows up under Waiting On Approval.