Frequently Asked Questions (FAQ)

This FAQ guide provides answers to common questions organized by user role and topic. If you can't find the answer you're looking for, please refer to the detailed user guides for your specific role.

General Questions

What is ?

is a comprehensive substitute management system that efficiently manages staffing gaps by matching qualified substitutes with available openings in educational environments.

What browsers are supported?

works best with modern browsers including: - Chrome (recommended) - Firefox - Edge - Safari

For the best experience, ensure your browser is up to date.

Can I use on my mobile device?

Yes, is mobile-responsive and works on smartphones through your mobile browser.

How do I change my notification preferences?

Click your profile image or username in the menu on the left to go to your User Profile/Manage Account → Notification Methods to customize how you receive alerts (SMS, email, or both).

I forgot my password. How do I reset it?

Click "Forgot Password" on the login page
Enter your email address
Check your email for reset instructions
Follow the link to create a new password

I'm not receiving notifications. What should I check?

Verify your email address and/or phone number in your notification methods
Make sure your desired notification method is opted in
Check to notification method preferences and prefer the desired notification method
Look in your spam/junk folder for emails
Ensure your phone can receive SMS messages by enabling 'Allow Texts'
Contact your administrator or our support team if the issue persists

How do I enable two-factor authentication?

Click your profile image or username in the menu on the left to go to your User Profile/Manage Account → Two-Factor Authentication
Follow the setup instructions
Use an authenticator app to scan the QR code
Enter the verification code to complete setup

I can't access certain features. Why?

Feature access depends on your user role and permissions. Contact your administrator if you believe you should have access to features that aren't available to you.

Administrator Questions

How do I add new users to the system?

Have user self-register or invite users
Once registered users can be added to various locations, units, departments
Invited Users will automatically be added to the unit that invited them
Invited users will be able to register an account if they do not yet have one

How do I set up a new location?

Go to Client Admin → Regular Staff → Locations
Click
Enter location details (name, address, preferences)
Set up departments if needed
Configure location-specific settings

What's the difference between Administrator and Payroll Administrator roles?

Administrator: Access to manage client, regular staff, and substitute staff
Payroll Administrator: Specific access to the "Manage Timesheets" tab for payroll processing and other Payroll configuration

How do I bulk import users?

You can bulk import users using the mass invite feature: 1. Navigate to the appropriate user management section 2. Click the invite icon 3. Navigate to the "Mass Invite" tab 4. Upload an Excel file with the proper column headers 5. Choose the users you want to invite from the uploaded list 6. Click "Invite" to send invitations to the selected users 7. Existing users will be added to the unit upon accepting 8. Users without an account will be added upon registering and accepting the invite

Manager Questions

What's the difference between a Manager and Location Manager?

Manager User: Can manage regular staff across multiple locations
Location Manager: Limited to managing operations for a specific location
Department Manager: Limited to managing operations for a specific department

How do I approve leave requests quickly?

Go to the leave requests tab on the dashboard(Home) and find pending leave requests
Click to review details
Click "Approve" or "Deny" based on your decision
If approved with substitute required, an opening is automatically created

Why am I getting warnings about too many staff out on the same day?

The system warns when 5 or more staff members are scheduled to be out on the same day, hovering over the date on this warning will display the list of staff member out that day. You can still approve the request.

How do I create an opening without a leave request?

Navigate to Manage Openings
Click to create a new opening
Fill in all required details including time slots
Save the opening to make it available to substitutes

Can I edit an opening after it's created?

Yes, you can edit openings by clicking next to the opening. You can modify details, time slots, and assignments before saving changes.

Staff Questions

How far in advance can I submit a leave request?

Check with your administrator for your organization's policy on advance notice requirements for leave requests. There is no limit in

Can I edit my leave request after submitting it?

You can edit/cancel pending leave requests before they're approved. Once approved, contact your manager to discuss any necessary changes.

What happens if my leave request is denied?

You'll receive a notification about the denial. Contact your manager to discuss the reasons and potentially resubmit with different dates or details. You can update the existing leave request details, and you manager can go in and approve the denied leave, no need to make a new leave request.

How do I set preferred substitutes?

Go to User Profile/Manage Account → Preferred Substitutes
Add substitutes
Save your preferences
These substitutes will receive priority notifications for your openings

Can I see who's covering my absence?

Yes, you can view your openings and see assigned substitutes through the "My Openings" tab on your dashboard.

Substitute Questions

How do I know what openings are available to me?

Available openings appear on your dashboard under "Available Openings." You only see openings for: - Assignment categories you're qualified for - Locations you have access to - Times that don't conflict with existing assignments

Can I accept only part of an opening?

Yes! You can select specific time slots within an opening rather than accepting the entire assignment.

How do I withdraw from an assignment I've already accepted?

Go to "My Assignments"
Click on the assignment
Select the time slots you want to withdraw from
Click
Save your changes

Why am I not receiving notifications about openings?

Check these settings: 1. Verify your assignment categories are set correctly 2. Ensure your allowed locations include where openings are posted 3. Check your notification preferences 4. Verify your contact information is current 5. Contact your admin/manager to make sure you are added to locations by the RMU admin/manager, also make sure you are in an SMU

What's the difference between an assignment and an opening?

Opening: An group of available time slots that needs to be filled
Assignment: A confirmed commitment when you accept time slots from an opening

Can I work at multiple locations?

Yes, if you have access permissions for multiple locations. Your allowed locations are configured by administrators.

Technical Issues

The page is loading slowly. What can I do?

Check your internet connection
Clear your browser cache and cookies
Try refreshing the page
Use a different browser
Contact support if issues persist

I'm seeing a 404 error. What does this mean?

A 404 error means the page you're trying to access doesn't exist. This could be due to: - A broken link - An outdated bookmark - Temporary server issues - Try navigating from the main dashboard

I'm seeing a 502 Bad Gateway error. What does this mean?

A 502 Bad Gateway error means the site is having trouble accessing the server. This could be due to: - Temporary server issues

The system logged me out. Why?

Automatic logout occurs for security reasons after a period of inactivity. Simply log back in to continue.

I'm having trouble with notifications on my phone.

Ensure your phone number is correct in your profile
Check that you can receive SMS messages
Verify your mobile carrier supports the service
Try switching between SMS and email notifications

System Limitations

Can I schedule recurring leave requests?

Currently, each leave request must be submitted individually. Recurring requests are not supported at this time.

Is there a limit to how many openings I can create?

There's no hard limit, but contact your administrator if you need to create a large number of openings simultaneously.

Can I bulk assign substitutes to multiple openings?

Substitutes must be assigned to openings individually. Bulk assignment features are not currently available.

What file types can I attach to leave requests and openings?

Common file types are supported including PDF, DOC, DOCX, JPG, PNG. Check with your administrator for specific file size limits.

Can I export data from the system?

Data export capabilities may be limited based on your user role and section of the site. Contact your administrator for specific export needs.

Is there an offline mode?

requires an internet connection to function. There is no offline mode available.

Can I integrate with other systems?

Yes, provides a public API that enables integration with other systems. This allows organizations to: - Connect with existing HR systems - Build custom applications that interact with

Contact your system administrator for information about available integrations and API access for your organization.

Still Need Help?

If you can't find the answer to your question in this FAQ:

Check the User Guides: Refer to the detailed documentation for your specific user role
Contact Your Administrator: For account, permission, or setup issues
Contact Support: Contact technical support for system-related problems
Getting Started Guide: Review the comprehensive Getting Started Guide
Quick Reference Guide: Review the comprehensive Quick Reference Guide

This FAQ is regularly updated based on common user questions. If you have suggestions for additional questions that should be included, please contact your administrator or our support team.