Documentation

manages openings in time slots by pairing them with qualified substitutes, so staffing gaps get filled seamlessly across your schools and districts. Staff request leave, the system finds and notifies qualified substitutes, and substitutes accept the work that fits their schedule — all in one place.

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How It Works

1. A staff member requests leave — specifying dates, times, and whether a substitute is needed.
2. An opening is created — if the leave is approved and coverage is required, SmartSub automatically generates an opening with the necessary time slots.
3. Qualified substitutes are notified — by SMS and/or email, based on their assignment categories, location access, and availability.
4. A substitute accepts — all or part of the opening, creating a confirmed assignment that both sides can track.

For the full picture, including attendance verification and payroll handoff, see System Overview and Workflow in the Getting Started Guide.

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Get Started

New here? Pick the guide that matches how you'll use the system:

• I'm a Substitute — looking for jobs and managing my own assignments → Getting Started Guide for Substitutes
• I'm Staff, a Manager, Location Manager, Department Manager, or Administrator — creating leave requests, openings, or managing users → Getting Started Guide

Browse by Role

Already familiar with SmartSub? Jump straight into your role's documentation:

• Administrator
• Manager
• Location Manager
• Department Manager
• Staff
• Substitute

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What's New

See the Release Notes for the latest features and changes.

Other Resources

• Quick Reference Guide — terminology, icons, statuses, and quick actions by role
• FAQ — answers to common questions