Substitution Planner in the Schedule

The schedule generator allows us to plan and record substitutions or absences that affect the schedule.

Index

Recording a teacher’s absence
Recording a group’s absence
Recording a classroom’s absence

The substitution planner in the schedule generator allows you to plan and record absences at the level of teachers, groups, or classrooms that affect the schedule.

It is especially useful for recording schedule disruptions and indicating the substitutions or changes that need to be made.

To access the substitution planner, click on the option in the left-hand menu within the schedule.

Once inside the planner, you can register absences for teachers, groups, or classrooms.

Recording a teacher’s absence

This is usually the most common case. Let’s imagine a teacher is on leave for a week, and we want to record this absence, see which lessons are affected, and how we will reassign those lessons.

The first step to recording the absence is to click on the “+” button in the Teachers section.

Once the button is clicked, we need to indicate which teacher is affected (Absentees dropdown) and specify the reason for the absence (optional field).

Finally, using the calendar icon, we need to select the days the teacher will be absent. Once selected, click on the gray area of the screen to return to the previous screen. If done correctly, the date field will have been updated.

After verifying, we can click the "Create" button. You can also add more than one absence at once using the “Add one more” button.

Once created, the absence will be recorded and will appear if we select the week during which it occurs using the date selector in the top-right corner.

In the Calendar section, we can see if any sessions are affected by the teacher's absence. In this example, two sessions are affected on the 6th.

By selecting each lesson, we can edit the teacher for that lesson, the group, add comments, or cancel the lesson, and all changes will be saved once we click the "Modify" button.

We can consult the changes whenever necessary by clicking on the lesson.

Recording a group’s absence

The process for recording a group’s absence is the same as described in the previous section, but selecting the group instead.

For example, if the group is going on an end-of-year trip and we want to record their absence and the lessons affected, this option would be ideal.

Click the “+” button to create the absence, then select Groups, and from the Absentees dropdown, choose the group. You can also specify the reason (optional field).

Finally, select the absence dates and click Create.

Once created, in the Calendar section, you can see the lessons affected by this absence, and by clicking on each lesson, you can modify or cancel it.

Recording a classroom’s absence

The process for recording a classroom’s absence is the same as the previous points, with the only difference being that we will select the Classroom section.

This case is usually used when a classroom is out of service for a few days, allowing us to see which lessons will be affected in that classroom (and to record the necessary changes at the classroom level).

Select Classroom in the first dropdown, then choose the classroom, the reason (optional), and the absence dates. Click Create to confirm.

Once the absence is created, you will be able to see which lessons are affected for each of the days and record the necessary changes for each one.