Quick Reference Guide

This comprehensive quick reference provides detailed terminology, icon library, status indicators, workflows, and troubleshooting guidance for . Designed as both a learning tool for new users and a handy reference for experienced users, this guide covers system features and common scenarios.

Key Terminology

Core System Concepts

Term	Definition
Assignment	A confirmed work commitment when a substitute accepts time slots from an opening
Assignment Category	Classification of work type (e.g., Teacher, Bus Driver, Teacher Aide, Custodian) that defines qualification requirements
Leave Request	Formal request by staff for time off, may trigger opening creation when substitute required
Opening	Available position created when leave is approved and substitute coverage is needed
Time Slot	Specific work period with date, start time, end time, location, and department
Pre-arranged Substitute	Specific substitute selected by staff member for their leave request
Sub-Management Unit (SMU)	Organizational structure for grouping and managing substitutes for administrative purposes
Regular Management Unit (RMU)	Organizational structure for grouping regular staff by organizational hierarchy
Leave Type	Category of time off (Sick, Personal, Vacation, Professional Development, Bereavement, etc.)
Substitute Required	Field indicating whether leave needs substitute coverage to trigger opening creation
Notification Methods	SMS and email alert preferences for system communications
Availability Schedule	Substitute's preferred working times, days, and schedule constraints
Qualified Substitutes	Substitutes who meet assignment category requirements and have location access

Opening Types

Term	Definition
Vacancy	Opening type for regular staff absence requiring substitute coverage
Extra Duty	Opening type for additional work beyond regular staffing needs

Leave Types

Type	Definition
Bereavement	Leave taken due to the death of a close relative or loved one
Personal	Leave taken for personal matters not covered under other specific leave types
Professional	Leave for professional development (conferences, training, seminars, career-related exams)
Sick	Leave taken when employee is ill or injured and unable to perform job duties
Vacation	Planned time off for rest, relaxation, or travel
Dock	Unpaid leave when employee has exhausted paid leave or is absent without accruing leave hours
Jury Duty	Leave for employees summoned to serve as jurors in legal proceedings
Military	Leave for military members called to active duty, training, or other military obligations
Other	General category for leave requests not falling under typical categories listed above

Organizational Structure

Term	Definition
Client	The main organizational entity (school district, company, etc.)
Location	Physical workplace (school building, office, facility)
Department	Organizational division within a location (Math Dept., Maintenance, etc.)
SMU	Sub-Management Unit - organizational structure for grouping and managing substitute staff
RMU	Regular Management Unit - organizational structure for grouping regular staff
Regular Staff	Full-time or permanent employees who may request leave
Substitute Staff	On-call workers who fill in for regular staff

User Roles and Permissions

Role	Responsibilities
Client Administrator	System-wide management, user roles, organizational setup
Manager	Department/location oversight, opening creation, staff management
Location Manager	Location-specific administration and staff coordination
Department Manager	Department-level management and leave approval
Regular Staff	Submit leave requests, manage personal information
Substitute	Accept assignments, manage availability and preferences

Leave and Time Management

Term	Definition
Leave Type	Category of time off (Sick, Personal, Vacation, Professional Development)
Substitute Required	Field indicating whether leave needs substitute coverage to trigger opening creation
All Day	Time slot covering full working day at location
AM/PM	Half-day time slots (morning or afternoon)
Custom Time	User-defined time period for specific hours
Availability Schedule	Substitute's preferred working times and days
Preferred Substitute	Regular staff member's preferred substitute for coverage
Pre-arranged Substitute	Specific substitute selected by staff member for their leave request
Opening Summary	Brief description of the position/work to be covered
Opening Description	Detailed information about duties, location, and special instructions

Opening Management

Term	Definition
Opening Summary	Brief title or description entered to identify the opening (required field)
Opening Location	Physical workplace where substitute coverage is needed
Opening Type	Classification of opening - either "Extra Duty" or standard vacancy coverage
Regular Staff	Associated permanent employee when opening is created from approved leave request
Assignment Category	Job classification requirement that defines what qualifications substitutes need
Opening Department	Organizational unit within location where coverage is needed (only required if location preference is enabled)
Opening Description	Detailed information field for job duties, expectations, special instructions, and requirements
Opening Creation	Process of generating available positions either from approved leave requests or manually
Opening Status	Current state tracking (Available, Assigned, Partially Complete, Complete, Cancelled, Unfilled)
Time Slots	Individual work periods within an opening that substitutes can accept

Status and Workflow Terms

Leave Request Statuses

Status	Meaning
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 (final state)
Denied	Leave requests that have been rejected
Canceled	Leave requests that have been canceled by the employee (final state)

Opening Statuses

Status	Meaning
Available	Opening with at least one time slot that still needs filled
Assigned	Opening with all time slots assigned to substitutes
Complete	Opening where substitutes attended all time slots and attendance was verified (final state)
Partially Complete	Opening with some completed time slots and some unfilled time slots (final state)
Canceled	Opening that has been canceled or all time slots have been canceled (final state)
Unfilled	Opening where no time slots were filled by substitutes (final state)

Assignment Statuses

Status	Meaning
Active	Substitute is assigned and has upcoming time slots
Complete	Substitute's attendance has been verified for all time slots (final state)
Partially Complete	Substitute's attendance verified for some time slots, rejected for others (final state)
Not Attended	Substitute's attendance has been rejected for all time slots (final state)
Canceled	Substitute has canceled all time slots and is no longer assigned (final state)

Time Slot Statuses

Status	Visual Indicator	Meaning
Pending		Time slot has been added but not yet saved
Active		Time slot has been added and saved
In Progress		Time slot assigned and it's the day of assignment, waiting for attendance verification
Complete		Substitute was assigned and manager verified their attendance (final state)
Not Attended		Substitute was assigned and manager rejected their attendance (final state)
Canceled		Time slot has been canceled (final state)
Unfilled		Time slot's time came and went without an assignment to a substitute (final state)

System Features

Dashboard and Data Management

Feature	Purpose
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 and Opening Management

Feature	Purpose
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
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 and Scheduling

Feature	Purpose
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 and Notifications

Feature	Purpose
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 and Security Management

Feature	Purpose
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 Control

Feature	Purpose
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

Qualifications and Performance

Feature	Purpose
Qualification Matching	Ensure substitutes are matched only with appropriate assignments
Experience Levels	Track and utilize different experience levels for assignment matching
Attendance Verification	Managers can verify or reject substitute attendance
Attendance History	Complete records of attendance patterns and reliability
No-show Management	Handle and track substitute no-shows and cancellations

Payroll and Reporting

Feature	Purpose
Timesheet Generation	Automatic creation of timesheets for payroll processing
Payroll Export	Export of payroll data for use in external payroll systems
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 Integration

Feature	Purpose
Mobile Responsive Design	Mobile friendly interface on smartphones
Push Notifications	Real-time alerts on mobile devices
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

Common Icons and Buttons

Primary Action Icons

Icon	Name	Function
	Add/Create	Create new leave requests, openings, or users
	Edit	Modify existing items or view detailed information
	View/Review	View details or approve/deny leave requests
	Accept	Accept available opening time slots (substitutes)
	Withdraw	Withdraw from accepted assignments
	Delete	Remove items, cancel openings, or delete comments/attachments
	Post	Submit comments to leave requests or openings
	Upload	Upload files and attachments to requests/openings
	Download	Download attachments from requests/openings
	Remove/Clear	Remove substitutes from pre-arranged assignments

User Management Icons

Icon	Name	Function
	Add User	Add existing users to groups/locations
	Invite Users	Send invitations to new or existing users (bulk import available)
	Promote User	Promote users within their role/department
	Edit Payroll	Modify user payroll information
	Remove User	Remove users from locations, departments, or groups

Location and Organization Icons

Icon	Name	Function
	Add Location	Create new locations/buildings
	Add SMU	Create sub-management units

Time and Calendar Management

Icon	Name	Function
	Calendar Export	Download calendar event for assignments
	Remove Time Slot	Delete selected time slots from openings

Communication and Notifications

Icon	Name	Function
	Send Notification	Send alerts about available openings
	View Qualified Subs	See eligible substitutes for an opening

Additional Action Icons

Icon	Name	Function
	Remove/Clear	Remove substitutes from pre-arranged assignments
	Cancel Opening	Cancel an existing opening
	Confirm	Confirm actions like cancellations or deletions
	Export Data	Export information to external formats
	Export Payroll	Export payroll data for processing
	Column Chooser	Customize which columns are displayed

Status Icons

Icon	Status Name	Description
	Pending	Awaiting approval or action
	Active	Confirmed and scheduled
	Available	Open for acceptance
	Assigned	Fully staffed with assignments
	In Progress	Day of assignment - awaiting verification
	Complete	Successfully completed
	Partially Complete	Mixed completion status
	Canceled	Cancelled or denied
	Not Attended	Missed or rejected attendance
	Unfilled	Expired without assignment

Status Indicators

Leave Request Status Flow

Status	Meaning	Next Steps
Pending	Awaiting approval from manager/administrator	Manager reviews and approves/denies
Approved	Request accepted, may generate opening if substitute required	Opening created if needed
Denied	Request rejected by approver	Staff can resubmit with modifications
Canceled	Request canceled by the employee	No further action needed

Opening Status Progression

Status	Meaning	Actions Available
Available	Open for substitutes to accept time slots	Substitutes can accept time slots
Assigned	Opening fully staffed with confirmed assignments	Monitor assignments
Complete	All time slots have been completed	No further action - final state
Partially Complete	Some time slots Completed, others Unfilled	No further action - final state
Cancelled	Opening has been cancelled	No further action needed
Unfilled	All time slots expired without any assignments	No further action - final state

Assignment Status for Substitutes

Status	Meaning	User Actions
Active	Assignment is confirmed and scheduled	Verify attendance or withdraw assignment
Complete	Assignment successfully completed	No further action - final state
Partially Complete	Some time slots completed, others not attended	No further action - final state
Cancelled	Assignment has been cancelled by system/admin	No action required
Not Attended	Assignment was missed or not attended	Contact administrator if needed

Global Filter Indicators

Visual Cue	Status	Action Needed
Green Badge	Filters are active and applied	Filters working properly
Yellow Badge	Filters changed but not yet applied	Click Apply to activate filters
Reset Button	Available to clear all filters	Click to return to default view

Notification Status

Type	Indicator	Purpose
Email Verified		Can receive email notifications
Phone Verified		Can receive text notifications
Verification Pending		Need to verify contact method
Preferred Method		Preferred notification channel
Allow Texts		Allow Texts notifications(for phones)
Method Opt-ed In		Can receive notifications
Method Not Opt-ed In		Cannot receive notifications

Quick Actions by User Type