Skip to content

Getting Started Guide

Welcome to SmartSub - your comprehensive substitute management system designed to efficiently manage staffing coverage in educational environments.

Table of Contents

  1. What is SmartSub?
  2. Key Definitions
  3. User Roles and Permissions
  4. System Overview and Workflow
  5. Getting Started by User Type
  6. Common Tasks
  7. Features
  8. Support

What is SmartSub?

SmartSub is a comprehensive substitute management system that efficiently manages openings in time slots by pairing them with qualified substitutes. The system ensures that staffing gaps are filled seamlessly, enabling smooth operations within schools and districts.

Key Benefits

  • Improved Communication: Automated notifications ensure substitutes are informed in real-time
  • Scheduling Flexibility: Substitutes can respond based on their availability, improving coverage efficiency
  • Enhanced Organization: Staff members can prioritize substitutes, reducing uncertainty in critical situations
  • Streamlined Planning: Substitutes have access to lesson plans and other details, enabling them to step into roles seamlessly

Key Definitions

Core Concepts

Leave Request: A formal request submitted by regular staff members when they need time off from work. Leave requests specify the dates, times, locations, departments, and whether a substitute is required.

Opening: An available position created when a leave request is approved and requires substitute coverage. Openings contain specific time slots that need to be filled by qualified substitutes.

Time Slot: A specific period within an opening, defined by date, start time, end time, location, and department. Time slots can be:

  • All Day: Full working day from location's start time to end time
  • AM: Morning shift from start time to noon
  • PM: Afternoon shift from noon to end time
  • Custom: User-defined time periods

Assignment: When a substitute accepts specific time slots from an opening, creating a confirmed work commitment.

Assignment Category: A classification system that defines the type of work or subject area (e.g., Elementary Teacher, Math Teacher, Nurse). Substitutes must be qualified for specific categories to receive openings.

Sub-Management Unit (SMU): An organizational structure that groups substitutes together for administrative purposes and assignment distribution.

Leave Request Statuses

Pending: Leave requests awaiting approval from managers or administrators.

Approved: Leave requests that have been accepted and may generate openings if substitute coverage is required. (this is a final state)

Denied: Leave requests that have been rejected.

Canceled: Leave requests that has been canceled by the employee that the leave was for. (this is a final state)

Opening Statuses

Assigned Status Icon Assigned: Opening with all time slots assigned to substitutes

Available Status Icon Available: Opening with at least one time slot that still needs filled

Canceled Status Icon Canceled: Opening that has been canceled or all time slots have been canceled (this is a final state)

Complete Status Icon Complete: Opening that had substitutes assigned and their attendance was verified, the substitutes attended all time slots (this is a final state)

Partially Complete Status Icon Partially Complete: Opening that had Completed time slots, but also had time slots that went unfilled (this is a final state)

Unfilled Status Icon Unfilled: Opening that did not have any time slots filled by substitutes (this is a final state)

Opening Time Slot Statuses (Statuses of individual time slots in an opening)

Pending Status Icon Pending: When a time slot has been added but not yet saved

Active Status Icon Active: When a time slot has been added and saved

In Progress Status Icon In Progress: When a time slot has been assigned and it is the day of the assignment, the substitute's attendance is waiting for verification or rejection by a manager in the Substitute Attendance grid.

Canceled Status Icon Canceled: When a time slot has been canceled (this is a final state)

Unfilled Status Icon Unfilled: When a time slot's time has come and the time slot went without an assignment to a substitute (this is a final state)

Complete Status Icon Complete: When a substitute was assigned to the time slot and a manager has verified their attendance (this is a final state)

Not Attended Status Icon Not Attended: When a substitute was assigned to the time slot and a manager has rejected their attendance (this is a final state)

Assignment Statuses

Active Status Icon Active: When a substitute is assigned and has upcoming time slots

Canceled Status Icon Canceled: When a substitute has canceled all time slots and is no longer assigned (this is a final state)

Complete Status Icon Complete: When a substitute's attendance has been verified for all time slots (this is a final state)

Not Attended Status Icon Not Attended: When a substitute's attendance has been rejected for all time slots (this is a final state)

Partially Complete Status Icon Partially Complete: When a substitute's attendance has been rejected for some time slots and verified for other time slots (this is a final state)

Assignment Time Slot Statuses (Statuses of individual time slots in an Assignment)

Active Status Icon Active: When a time slot is still yet to come

In Progress Status Icon In Progress: When it is the day of the assignment, the substitute's attendance is waiting for verification or rejection by a manager in the Substitute Attendance grid.

Canceled Status Icon Canceled: When a time slot has been canceled (this is a final state)

Complete Status Icon Complete: When a manager has verified their attendance for this time slot (this is a final state)

Not Attended Status Icon Not Attended: When a manager has rejected their attendance for this time slot (this is a final state)

Leave Request Types

Bereavement: Leave taken due to the death of a close relative or loved one.

Personal: Leave taken for personal matters that are not covered under other specific leave types.

Professional: Leave related to professional development, such as attending conferences, training sessions, seminars, or career-related exams.

Sick: Leave taken when an employee is ill or injured and unable to perform their job duties.

Vacation: Planned time off for rest, relaxation, or travel.

Dock: Unpaid leave typically used when an employee has exhausted all available paid leave or is absent without accruing leave hours.

Jury Duty: Leave granted for employees who are summoned to serve as jurors in legal proceedings.

Military: Leave given to employees who are members of the military and are called to active duty, training, or other military obligations.

Other: A general category used for leave requests that do not fall under the typical categories listed above.

Opening Types

Vacancy: An opening type created when regular staff is absent and needs substitute coverage.

Extra Duty: An opening type for additional work assignments beyond regular staffing needs.

User Roles and Permissions

SmartSub supports multiple user types, each with specific capabilities and access levels:

Administrator

  • Client management, system preferences, and settings
  • Create and manage all user types
  • Access to all locations, departments, and sub-management units
  • Add/Invite users
  • Can create leave requests on behalf of staff
  • Approve/deny leave requests across all locations
  • Manage openings
  • Manage assignments
  • Verify/Reject Pending Profile Images
  • Verify/Reject Substitute Attendance
  • Manage account profile and preferences
  • Payroll Administrator subset: Access to timesheet management, also any payroll configuration

Manager User

  • Manage regular staff across multiple locations
  • Access to managed locations and departments
  • Can create leave requests on behalf of staff
  • Approve/deny leave requests for managed staff
  • Create openings and manage openings
  • Manage assignments
  • Verify/Reject Pending Profile Images
  • Verify/Reject Substitute Attendance
  • Manage account profile and preferences

Location Manager

  • Manage specific location operations
  • Access to location-specific preferences and payroll
  • Can create leave requests on behalf of staff for their location
  • Approve/deny leave requests for their location
  • Manage location users, departments, and substitutes
  • Create and manage openings for their location
  • Verify/Reject Pending Profile Images for their location
  • Verify/Reject Substitute Attendance for their location
  • Manage account profile and preferences

Department Manager

  • Manage department-specific operations
  • Limited to department-level access
  • Create leave requests for department
  • Approve/deny leave requests for department staff
  • Create personal leave requests
  • Manage account profile and preferences

Staff User (Regular Staff)

  • Create personal leave requests
  • View personal openings created from approved leave requests
  • Set preferred substitutes
  • Manage account profile and preferences

Substitute User

  • View and accept available openings
  • Manage personal assignments
  • Withdraw from accepted assignments
  • Set availability and preferred schedule
  • Manage qualification categories
  • Manage account profile and preferences

System Overview and Workflow

The Complete Process

  1. Leave Request Creation: Regular staff submits a leave request specifying dates, times, and whether substitute coverage is needed.

  2. Approval Process: Managers or administrators review and approve/deny the leave request.

  3. Opening Generation: If approved and substitute coverage is required, the system automatically creates an opening with the specified time slots.

  4. Substitute Notification: The system sends notifications (SMS/email) to qualified substitutes based on:

    • Assignment category matching
    • Location access permissions
    • Availability preferences
    • Priority rankings

  5. Assignment Process: Substitutes can:

    • Accept entire openings
    • Accept specific time slots
    • Accept multi-day assignments
    • Decline opportunities

  6. Confirmation: Once accepted, assignments are confirmed and both staff and substitutes receive notifications.

  7. Ongoing Management: Users can edit, withdraw, or modify assignments as needed before the assignment date.

  8. Verify/Reject Attendance: Once an assignment has occurred the substitute's attendance needs verified/rejected by a manager and upon verification it is sent to payroll

Logging In to SmartSub

If You Already Have an Account

  1. Go to your SmartSub website (SmartSub)
  2. Enter your username and password
  3. Click "Continue"
  4. Optional: Check "Remember Me" if you want the browser to keep you logged in

Login with Microsoft or Google

  • Click the Microsoft or Google SSO button to log in with your existing account

If You Forgot Your Password

  • Click "Forgot Password" and follow the instructions sent to your email

If You Need to Register a New Account

  1. Click "Sign Up" or use Microsoft/Google SSO to register
  2. Fill in the registration form:
  3. First Name
  4. Last Name
  5. Birth Date
  6. Last 4 digits of your Social Security Number
  7. Email Address
  8. Password (not needed if using SSO)
  9. Phone Number (optional)
  10. Click "Register"

Note: If you register with Microsoft or Google SSO, you won't need a password and will always log in using that SSO option.

Getting Started by User Type

For Administrators

  1. Initial Setup:

    • Set up locations and departments
    • Add/Invite user accounts for staff and substitutes
    • Set up sub-management units if needed
    • Set up notification methods
    • Upload Profile Image (Preferred)
    • Configure assignment categories (Optional)

  2. Daily Operations:

    • Review and approve leave requests
    • Monitor opening fill rates via dashboard
    • Manage user accounts and permissions
    • Manage assignments and substitutes
    • Review Pending Profile Images
    • Review Substitute Attendance

  3. Key Actions:

For Managers

  1. Initial Setup:

    • Set up managed locations and departments
    • Set up notification methods
    • Upload Profile Image (Preferred)
    • Configure assignment categories (Optional)

  2. Daily Management:

    • Review pending leave requests
    • Create/Monitor openings
    • Manage assignments and substitutes
    • Review Pending Profile Images
    • Review Substitute Attendance

  3. Key Actions:

For Regular Staff

  1. Getting Started:

    • Set up notification methods
    • Have an admin/manager add you to RMU/locations/departments
    • Upload Profile Image (Preferred)
    • Configure preferred substitutes for priority coverage (Optional)
    • Configure assignment categories (Optional)

  2. Creating Leave Requests:

    • Access the leave request form from your dashboard
    • Specify dates, times, and coverage needs
    • Add relevant descriptions or attachments

  3. Key Actions:

For Substitutes

  1. Profile Setup:

    • Set up notification methods
    • Have an admin/manager add you to SMU
    • Have an admin/manager of a RMU your SMU has a relationship with add you to locations so you can start seeing openings
    • Upload Profile Image (Preferred)
    • Configure assignment categories (Preferred)
    • Set your preferred schedule and availability (Optional)

  2. Finding Work:

    • Monitor available openings on your dashboard
    • Review opening details and requirements
    • Accept assignments that match your schedule

  3. Key Actions:

Common Tasks

Creating a Leave Request

  1. Click the Add Plus Icon button
  2. Select the staff member requesting leave
  3. Choose the appropriate leave type
  4. Enter description and details
  5. Indicate if substitute coverage is required
  6. Add time slots (All Day, AM, PM, or Custom)
  7. If Substitute is required, add opening information
  8. Submit for approval

Accepting an Opening (Substitutes)

  1. View available openings on your dashboard
  2. Click Edit Pencil Icon to view details
  3. Select desired time slots
  4. Click Accept Icon to accept
  5. Save your changes

Approving Leave Requests (Managers/Admins)

  1. Locate pending leave requests
  2. Click View Leave Request Icon to review
  3. Review all details and requirements
  4. Click 'Approve' or 'Deny' based on decision
  5. If approved with substitute required, opening is automatically created

Creating an Opening (Admins/Managers)

  1. Navigate to the openings management section
  2. Click the Add Plus Icon button to create new opening
  3. Select the location and department
  4. Choose assignment category and requirements
  5. Add time slots with specific dates and times
  6. Include opening description and any special instructions
  7. Save and publish the opening

Editing a Leave Request

  1. Locate the leave request to modify
  2. Click Edit Pencil Icon to open editor
  3. Modify dates, times, or coverage requirements as needed
  4. Update description or attachments if necessary
  5. Save changes

Managing User Assignments

  1. Access the assignments dashboard
  2. Use filters to find specific assignments
  3. Review assignment status and details
  4. Make necessary modifications or cancellations
  5. Communicate changes to affected users

Withdrawing from an Assignment (Substitutes)

  1. Navigate to 'My Assignments' section
  2. Locate the assignment to withdraw from
  3. Click Withdraw Icon or 'Withdraw' button
  4. Confirm withdrawal and provide reason if required
  5. System notifies relevant parties of the change

Verifying/Rejecting Substitute Attendance (Managers/Admins)

  1. Access the 'Substitute Attendance' widget on dashboard
  2. Review pending attendance verifications
  3. Check assignment details and actual attendance
  4. Click 'Verify' for attended assignments or 'Reject' for no-shows
  5. Add notes if necessary for payroll processing

Setting Up User Profiles

  1. Navigate to account profile management (Can be accessed by clicking the Profile image or user name in the menu on the left)
  2. Configure notification methods
  3. Upload a profile image
  4. Set assignment categories and qualifications
  5. Define schedule preferences and availability
  6. Save profile settings

Adding Users to Locations (Admins/Managers)

  1. Navigate to location management
  2. Select the target location
  3. Click Add Plus Icon to add user
  4. Search and select the user to add
  5. Assign appropriate roles and permissions
  6. Confirm the addition

Managing Assignment Categories

  1. Access assignment categories in user profile
  2. Select relevant categories based on qualifications
  3. Set priority levels for preferred work types
  4. Update certifications and experience levels
  5. Save category preferences

Creating Sub-Management Units (Admins)

  1. Navigate to SMU management section
  2. Click Add Plus Icon to create new SMU
  3. Define SMU name and description
  4. Set organizational parameters
  5. Assign initial substitute members
  6. Configure relationship with Regular Management Units

Dashboard Navigation and Filtering

  1. Access the main dashboard upon login
  2. Use global filters to refine displayed data
  3. Interact with charts and tab with grids for detailed views
  4. Monitor real-time status indicators and alerts

Features

Dashboard Features

  • Global Filters: Refine data across charts and grids by date range, location, status, and user type
  • Real-time Charts: Monitor fill rates, request status, and opening availability with live updates
  • Status Indicators: Visual cues for active filters, pending items, and system alerts
  • Data Export: Export dashboard data and reports for external analysis

Leave Request Management

  • Flexible Request Types: Support for sick, personal, vacation, bereavement, professional, jury duty, military, and custom leave types
  • Automatic Opening Creation: Seamless transition from approved leave to available openings
  • Conflict Detection: Identify and prevent scheduling conflicts before approval

Opening and Assignment Management

  • Smart Matching: Intelligent pairing of openings with qualified substitutes
  • Category-based Distribution: Target openings to substitutes with specific qualifications
  • Priority Systems: Staff-defined substitute preferences and ranking systems
  • Multi-location Support: Manage openings across multiple facilities simultaneously
  • Assignment Tracking: Real-time status updates throughout the assignment lifecycle
  • Partial Fulfillment: Handle openings where only some time slots are filled
  • Last-minute Coverage: Emergency opening creation and rapid notification systems

Time Slot Management

  • Flexible Scheduling: All Day, AM, PM, or Custom time periods with precise timing
  • Multi-day Support: Handle assignments spanning multiple consecutive days
  • Partial Acceptance: Substitutes can accept specific time slots within openings
  • Easy Modification: Edit times, dates, locations, and requirements as needed

Communication Features

  • Automated Notifications: SMS and email alerts for new opportunities, updates, and reminders
  • Multi-channel Delivery: Choose preferred notification methods by message type
  • Comment System: Add notes and communications to requests, openings, and assignments
  • Attachment Support: Include relevant documents, lesson plans, and files
  • Priority Ranking: Staff can prioritize preferred substitutes for enhanced coverage
  • Broadcast Messaging: Send announcements to groups of users

Account Management

  • Profile Customization: Manage personal information, contact details, and preferences
  • Profile Image Upload: Visual identification for enhanced security and recognition
  • Notification Settings: Choose how and when to receive alerts and updates
  • Schedule Management: Set availability periods, blackout dates, and preferred working hours
  • Two-Factor Authentication: Enhanced security for account access and sensitive operations
  • Password Management: Secure password reset and update capabilities

User and Access Management

  • Role-based Permissions: Granular access control based on user roles and responsibilities
  • Location-based Access: Restrict user access to specific locations and departments
  • Substitute Management Units (SMU): Organize substitutes into manageable groups
  • Regular Management Units (RMU): Structure regular staff by organizational hierarchy
  • Cross-location Relationships: Manage substitute access across multiple facilities
  • User Invitation System: Streamlined onboarding for new users
  • Bulk User Operations: Efficiently manage large numbers of users simultaneously

Assignment Categories and Qualifications

  • Qualification Matching: Ensure substitutes are matched only with appropriate assignments
  • Experience Levels: Track and utilize different experience levels for assignment matching

Attendance and Payroll Integration

  • Attendance Verification: Managers can verify or reject substitute attendance
  • Timesheet Generation: Automatic creation of timesheets for payroll processing
  • Payroll Export: Export of payroll data to be used in external payroll systems
  • Attendance History: Complete records of attendance patterns and reliability
  • No-show Management: Handle and track substitute no-shows and cancellations

Reporting and Analytics

  • Fill Rate Analysis: Monitor and analyze opening fill rates across locations and time periods
  • Substitute Performance: Track substitute reliability, preferences, and performance metrics
  • Custom Reports: Create tailored reports for specific organizational needs
  • Data Visualization: Charts and graphs for easy interpretation of metrics

Mobile and Accessibility

  • Mobile Responsive Design: Mobile friendly on smartphones
  • Push Notifications: Real-time alerts on mobile devices

Integration and API

  • Calendar Integration: Connect with popular calendar applications using .ics
  • Single Sign-On (SSO): Seamless integration with organizational authentication systems
  • API Access: Programmatic access for custom integrations and extensions
  • Data Import/Export: Bulk data transfer capabilities for system migrations

Support

Need Help?

  • Help Icons: User guides for specific pages can be found by clicking the '?' icon on that page
  • Contact Support: Users can submit a ticket to our support team by clicking 'Support' and then 'Contact Support'
  • FAQ: Users can access Frequently Asked Questions by clicking 'Support' and then 'FAQ'
  • Quick Reference: Users can access a Quick Reference Guide by clicking 'Support' and then 'Quick Reference'

This Getting Started Guide provides an overview of SmartSub's core functionality. For detailed instructions on specific tasks, please refer to the relevant user-specific documentation sections.