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Sub Finding Configuration

Allyson Ryan
  • Updated

With SchoolFront's Sub-Finding module, Substitute opportunities can automatically be sent to eligible Substitutes when an employee in a Position that is designated as requiring a Substitute submits an Absence Request form.  Substitutes can choose how and when they would like to be notified of Substitute opportunities and have the option of being notified and accepting by text messages, phone calls, emails, or all three. Substitutes can also indicate when they are unavailable for substituting and will not receive notifications of opportunities for those windows.  Districts have the ability to allow / restrict Substitutes from choosing which locations for which they would like to receive Substitute opportunities, and if they wish to allow employees in positions requiring substitutes to request specific substitutes, the latter of which is not recommended. 

Applicable Roles & Contents

Applicable Roles & Contents

 

The following must be setup in Feature Administration.

Contact your Solution Architect for assistance with these steps. 

 

Employee Attendance / Settings

The following boxes must be checked: 

  • Enable Sub Finding
  • Automatically Generate Substitute Requests
  • Optional: Disable Sub Work Location Preferences – check if you do not wish substitutes to be able to choose the locations they would like to be called to substitute
  • Optional: Allow Staff to request a specific Substitute? (This is not recommended) 

Notifications / Settings

The following boxes must be checked:

Attendance Setup

Ensure the district has been fully configured for Attendance including the following:

Add Substitute Positions to Time & Attendance

  1. Go to Positions from the left navigation menu, then click "New Position" at the top of the screen:

  1. In the details section of the position, check the box for “Substitute Position” as this changes the fields of the form

  2. Enter the position title in the "Title" field, exactly how it appears for the employee in their SchoolFront record 

  3. Enter the abbreviated code for the position that you would like to appear on the Timecard in the Timecard Display Name field

  4. Enter a Code in the Code field (if the district does not use codes, you can just enter the title again) 

  5. Enter in the hours this position works per day (this is a required field) 

  6. Add a Description (or enter the title again) 

  7. Select a Pay Modifier Group from the drop-down menu

  1. Scroll to the bottom and click Insert (or Insert and Add Another if you have more substitute positions to enter) and continue until all Substitute Positions have been added.  

Non-Substitute Positions that Require a Substitute When Absent

  1. Go to Positions from the left navigation menu

  2. Click the magnifying glass for the position you wish to mark as needing a substitute

  3. Click the Edit button on the lower half of the screen:

  1. Scroll down to the Absence Request Options section and check the box for “Is Sub Required." 

  2. Then select an option regarding specific substitute requests. 

    • While "Yes" is an option, it is NOT RECOMMENDED, contact your Solution Architect for further details. 

  1. Click "Save" at the bottom when completed. 

Using Mass Edit

You may also use the Mass Edit feature to mark several Positions as requiring a substitute simultaneously. 

  1. Check the boxes for any Positions you wish to mark as requiring a substitute

  2. Click the Mass Edit button at the top of the screen:

  1. In the pop-up window, find the "Absence Request Options" section

  2. Check BOTH boxes for "Is Sub Required" and "Enabled" 

  3. If allowing Staff to request a specific substitute, check the box for "Allow Staff to request a specific Substitute" AND Select Yes from the drop-down menu underneath this option

  4. Click "Save" when completed:

  1. Click the Clear All button at the top of the screen when finished: 

Add Substitute Employees to Time & Attendance

  1. Go to Human Resources / Active Employees from the left navigation menu and scroll to the right until you reach the "Job Title Single Select" column

  2. Click on the funnel / filter for this column and type Sub in the box and click "Apply"

This will give you a list of any staff with "Sub" in their title.  You may want to use more filters to pare this down even further, adding one title at a time.

  1. Click on the black box with the white checkmarks in the upper left corner to select all

  2. Then from the "Select Action" drop-down menu, select “Add to Time and Attendance”:

  1. Select the Position from the drop-down menu. Then enter the following:

  • Enter the Start Date

  • Enter in the Anniversary Date 

  • Enter the Regular Hours Per Day - *This is a required field and should represent the hours they would normally work as a substitute 

  • From the Location drop-down menu, select the location at which these employees will be working (can be District-Wide) 

  1. Scroll to the bottom and click "Create" 

 

Substitute Notification Setup

Districts may want to create their own notification templates or have their Solution Architect copy the standard templates from the SchoolFront Form Library into their SchoolFront system. If a district would like the standard templates, contact your Solution Architect. If creating your own templates, follow the steps below:

  1. Navigate to Notification - Categories, and click "New Notification Category" at the top of the screen:

  1. Choose Substitute Request from the Notification Type drop-down menu
  2. Enter “Substitute Request” as the Name and Description 
  3. Click "Insert":

  1. Navigate to Notification - Templates and click "New Notification Template" at the top of the screen:

  1. Select “(Substitute Request) Substitute Request Notifications” from the Notification Category drop-down menu:
  2. You will need to create the following templates:
    • Substitute Request
    • Substitute Confirmation
    • Substitute Request Cancelation
  3. Enter one of the above names in the Template Name field & the Description field
  4. Enter a Default Email Subject
  5. Click "Insert":

  1. Copy the source for the district’s header (see Copy Heading Source for instructions)
  2. Go back into your new template and click the Notification Builder button:

  1. Click the Source button and paste the copied header source information, then click the Source button again.
  2. Enter the appropriate information for the template:

  1. Include the Notification Marker for “Substitute Request Details” which can be done by clicking the Notification Marker button and selecting the marker, then clicking OK:

  1. Below, in the box for Text Notification, enter the appropriate information
  • Do Not use Notification Markers in this field!!
  1. Click Save

Align Created Notifications to Send

  1. Go to Notifications / Auto Notifications from the left navigation menu and click "Edit":

  1. Check the box to “Enable automatic substitute notifications” 
  2. From the Notification Template drop-down menu, select "Substitute Request"
  3. From the Substitute Email on Accept drop-down menu, select "Substitute Confirmation"
  4. From the Substitute Email on Cancel drop-down menu, select "Substitute Request Cancellation" 
  5. Click "Save":

 

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