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Setting Up Substitute Preferences

Allyson Ryan
  • Updated

As a Substitute for a district that uses SchoolFront's Sub-Finding platform, Substitutes have the ability to set up their own Substitute Preferences in the system.  These preferences include how they receive notifications regarding Substitute openings and the times that they would like to be contacted for new openings.  Substitutes can also indicate when they will NOT be available to Substitute, either on a recurring basis or for specific instances. The district can determine whether they will allow Substitutes to choose the locations for which they wish to be notified of substitute opportunities and if so, Substitutes can then set these preferences. 

Applicable Roles

Once a Substitute is added to Time & Attendance, they can login to SchoolFront and set their Substitute Preferences. 

  • Personal Profile Only

Contents

Setting Substitute Schedule Preferences

Setting Substitute Notification Preferences

Work Location Preferences

Setting Substitute Schedule Preferences

It is imperative to pay attention to the year when adding dates in this section. Entering the wrong ending year can mistakenly show you as "Unavailable" for the entire school year!

  1. Navigate to Time & Attendance / Substitutes / Substitute Preferences:

  1. Click the magnifying glass next to your name, then on the lower half of the screen 

  2. Click the "Schedule" tab

  3. Ensure that you are marked as Available, by checking the box "Available to Sub"
  4. If there are times you are not available to substitute, click "New Event"
  5. From the drop-down, select if this will be repeated weekly or if it is a one-time event:

For a weekly occurrence: 

  1. Enter the *title of the event
  2. Choose the day(s) to which this event applies 
  3. Click "Save and Close" to save the weekly repeating entry
  4. Click "Save and Add Another" if you have additional repeating entries to add
  5. Click "Cancel" to cancel the occurrence and do nothing

Repeat Never:

  1. If this occurrence will never repeat, select "Never"
  2. Enter the *title of the event
  3. Choose a Start and End Date (if applicable)
  4. If it is an All-Day event, check the box for "All Day" 
    1. If not, enter the times you will be unavailable
  5. "Save and Close" to save the entry
  6. "Save and Add Another" to continue to add more events
  7. Click "Cancel" to cancel the occurrence and do nothing

*NOTE: You do not need to enter a specific title for the event (whether weekly or non-repeating). You can enter something generic like "Unavailable" if you choose not to share the details with the district.

Setting Substitute Notification Preferences

  1. Click on the "Notification Preferences" tab to indicate how and when you would like to be contacted about substituting opportunities. 

IMPORTANT: Review your information, and if any of your information is not entered, contact HR immediately to have this information updated so that it will populate the fields correctly.

  1. Change Pin - Click the "Change Pin" button to change your pin to a secure and private pin. Pins must be only numbers and 4 digits in length. 
  2. Indicate HOW you would like to be contacted about substituting opportunities by checking or unchecking the boxes, according to your preferences for:

  • Enable Cell Phone Notification 

  • Enable Home Phone Notification 

  • Enable Text Notification 

  • Enable Email Notification 

If you have one of the above boxes checked, but your information is not populated under your information, you will NOT receive notifications using that method 

  1. Indicate WHEN you would like to be contacted about substituting opportunities. Review the pre-populated grid (indicated by the arrow) with the days and times. 

New Notification Preference - Add New Entry

  1. Click "New Notification Preference" to add a new entry indicating the times that it is okay to contact you about substitute opportunities 
  2. Enter all fields: 
    1. Notification Type
    2. Day of the Week
    3. Times - From & To
  3. Click either "Save & Close" to complete the entry
  4. Click "Save & Add Another" to save the entry and add more entries

Edit Entry

  1. To edit, click the pencil icon
  2. Make your edits to the fields
  3. Click "Save & Close"

Delete Entry

  1. To remove an entry - click the Red X next to the name of the User Notification Type
  2. Click "Confirm Deletion"

NOTE: The more times you have listed as ok to contact you with opportunities, the greater your chances will be of accepting positions. If you limit your contact hours, those substitutes who have extended contact hours may receive and accept positions prior to your contact times. In those cases, you will not receive the notification at all, as it will have already been filled.

Work Location Preferences

Please Note: These preferences will only be an option if the district allows them to be set by the substitutes. 

  1. Click on the "Work Location Preferences" tab. If this feature is enabled by the district, adjust your preferences of the buildings you are willing to work in by clicking "Edit:"

  1. Check or uncheck the boxes according to your preferences and click "Save:"

 

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